thesis interview request letter

Academic Bullying

The point is to change it

The subject matter expert interview request email: How it’s done

How to write the MA/PhD thesis subject matter expert interview request email: tried and true tips and templates. What to include in your email requests.

I obtained my PhD in  Digital Transformation and Innovation  in April 2020 from the PhD in  DTI uOttawa  Program at uOttawa engineering , School of Electrical Engineering and Computer Science (EECS). I did my uOttawa PhD thesis (titled Technoethics and  sensemaking : Risk assessment and knowledge management of ethical hacking in a sociotechnical society) on the topic of ethical hacking sociotechnology  (thesis advisory committee: uOttawa professors  Rocci Luppicini ,  Liam Peyton , and  Andre Vellino ).

You may also be interested in How to choose a PhD external examiner .

Typically you’ll send email invitations to your prospective subject matter experts asking them to grant you interviews as part of the data collection process for your dissertation or thesis or major research project. In qualitative research at the master and doctoral levels, typically you’d be conducting one-on-one in-depth interviews, and your subject matter experts are typically university professors.

Before data collection commences, you’ve already secured approval from your university’s research ethics board (REB) or office for your research project if it involves human participants or human biological material and which is conducted within the jurisdiction or under the auspices of a university.

So at this point you have your REB approval letter (Certificate of Ethics Approval), which means your data collection instrument (Interview Questions), interview participant recruitment letter (Recruitment Invitation for a Master/PhD Thesis Study) and Consent Form (outlining the rights of and to be signed by the interview participants) have all been vetted and deemed acceptable and ethical for your intended research project by both your academic supervisor(s) and the REB.

An effective approach to go about recruiting interview participants for your dissertation or thesis is to send an email to your target subject matter expert briefly describing your research topic and why you’ve chosen them to participate in your study. You can enclose the aforementioned items with the email. And you wait for a reply. You can try to leave a phone message simultaneously (saying, e.g., that you’ve sent an email and hope to hear from them soon/by date so and so). You can send up to two additional follow-up messages but if you still don’t hear back from them, you should consider moving on to your next prospective interview participant.

Before we part ways, you’re invited to read my letter to  uOttawa President Jacques Frémont  about how to easily implement policy reforms to prevent  supervisor bullying  of uOttawa students:  uOttawa President Jacques Frémont ignores university bullying problem . You may also be interested in  How to end supervisor bullying at uOttawa .

The interview request email templates/format

• Interview request email sample (general format/structure)

An effective interview request email will enclose the following documents:

• Your updated CV
• Recruitment Invitation for a Master/PhD Thesis Study (sample/template)
• Consent Form (sample/template)
• Interview Questions (sample)
• Certificate of Ethics Approval (sample)

Related content

How to choose a PhD external examiner

The case study methodology

Back to  MA/PhD Thesis Writing Resources (templates)

1st Annual University of Ottawa Supervisor Bullying ESG Business Risk Assessment Briefing

Disgraced uOttawa President Jacques Frémont ignores bullying problem

How to bully-proof higher education organizations

How to end supervisor bullying at uOttawa

PhD in DTI uOttawa program review

Rocci Luppicini – Supervisor bullying at uOttawa case updates

Supervisor bullying in academia is alive and well

The case for policy reform: Tyranny

The trouble with uOttawa Prof. A. Vellino

The ugly truth about uOttawa Prof. Liam Peyton

uOttawa engineering supervisor bullying scandal

uOttawa President Jacques Frémont ignores university bullying problem

uOttawa Prof. Liam Peyton denies academic support to postdoc

Updated uOttawa policies and regulations: A power grab

What you must know about uOttawa Prof. Rocci Luppicini

Who is Ottawa-based Hagai Amiel?

Why a PhD from uOttawa may not be worth the paper it’s printed on

Why uOttawa Prof. Andre Vellino refused academic support to postdoc

*Featured image: uncredited image.

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Letter Templates

sample letter of intent to conduct interview for thesis

If you are a student conducting research for your thesis, you may need to conduct interviews with experts in your field. In order to do so, you will need to write a letter of intent to request an interview. Here are some sample letters of intent to conduct an interview for your thesis:

Before we get started, it’s important to note that these are just examples. You will need to edit each letter to fit your specific needs and research goals. That being said, these letters can provide a helpful starting point for crafting your own letter of intent.

A letter of intent is a formal request for an interview. It should include information about your research project, the purpose of the interview, and the expertise of the person you are requesting to interview. The letter should be clear, concise, and professional.

When writing your letter, be sure to address the person by name and explain why you are interested in interviewing them. You should also provide information about your research project and how the interview will contribute to your research goals.

Each letter should be different, depending on the reason for the interview and the person you are requesting to interview. But these examples can help you get started.

Example 1: Requesting an interview with a professor

Dear Dr. Smith,

I am writing to request an interview with you for my thesis project. I am a graduate student in the Department of History at XYZ University, and my thesis is on the history of women’s education in the United States.

I am particularly interested in your work on women’s education in the early twentieth century, and I believe that an interview with you would be an invaluable contribution to my research. I would be honored if you would be willing to speak with me about your research and your experiences in the field.

Thank you for your time and consideration.

Example 2: Requesting an interview with a policy expert

Dear Ms. Johnson,

I am a graduate student in the Department of Political Science at XYZ University, and I am writing to request an interview with you for my thesis project. I am researching the impact of the Affordable Care Act on low-income communities, and I believe that your expertise in health policy would be invaluable to my research.

If you would be willing to speak with me, I would be grateful for the opportunity to learn from your experiences and insights. I believe that your perspective would be particularly important given your work in the field of health policy and your experience working with low-income communities.

Example 3: Requesting an interview with a business leader

Dear Mr. Johnson,

I am a graduate student in the Department of Business Administration at XYZ University, and I am writing to request an interview with you for my thesis project. I am researching the impact of leadership on organizational performance, and I believe that your experience as CEO of XYZ Corporation could provide valuable insights for my research.

If you would be willing to speak with me, I would be grateful for the opportunity to learn from your experiences and insights. I am particularly interested in your leadership philosophy, your approach to managing change, and your insights into the role of leadership in shaping organizational culture.

Example 4: Requesting an interview with a scientist

Dear Dr. Lee,

I am a graduate student in the Department of Biology at XYZ University, and I am writing to request an interview with you for my thesis project. I am researching the impact of climate change on biodiversity, and I believe that your expertise in ecology and conservation biology would be invaluable to my research.

If you would be willing to speak with me, I would be grateful for the opportunity to learn from your experiences and insights. I am particularly interested in your research on the impact of climate change on ecosystems, and your insights into the role of conservation biology in mitigating the effects of climate change.

Example 5: Requesting an interview with an artist

Dear Ms. Lee,

I am a graduate student in the Department of Art History at XYZ University, and I am writing to request an interview with you for my thesis project. I am researching the impact of feminist art on contemporary art practice, and I believe that your work as a feminist artist would be invaluable to my research.

If you would be willing to speak with me, I would be grateful for the opportunity to learn from your experiences and insights. I am particularly interested in your use of mixed media and your exploration of themes related to gender, sexuality, and identity.

Example 6: Requesting an interview with a community leader

Dear Ms. Rodriguez,

I am a graduate student in the Department of Sociology at XYZ University, and I am writing to request an interview with you for my thesis project. I am researching the impact of community organizing on social change, and I believe that your work as a community leader and activist would be invaluable to my research.

If you would be willing to speak with me, I would be grateful for the opportunity to learn from your experiences and insights. I am particularly interested in your work on issues related to gentrification and displacement, and your insights into the role of community organizing in shaping public policy.

Tips for Writing a Letter of Intent

Starting your letter.

When writing a letter of intent, start by addressing the person by name and explaining why you are interested in interviewing them. Be sure to provide information about your research project and why the interview is important to your research goals.

The Body of Your Letter

The body of your letter should be two paragraphs long. In the first paragraph, provide more information about your research project and why the interview is important to your research goals. In the second paragraph, explain why you are interested in interviewing the person and how their expertise would be valuable to your research.

Closing Your Letter

End your letter with a complimentary close, such as “Sincerely,” and your name. Thank the person for their time and consideration, and express your appreciation for their willingness to speak with you.

Frequently Asked Questions

What should i include in my letter of intent.

Your letter of intent should include information about your research project, the purpose of the interview, and the expertise of the person you are requesting to interview. Be sure to explain why you are interested in interviewing the person, and how their expertise would be valuable to your research.

How long should my letter be?

Your letter should be clear, concise, and professional. Aim for two paragraphs, for a total of 40 to 50 sentences.

How should I address the person in my letter?

Address the person by name, and use a formal greeting such as “Dear Dr. Smith” or “Dear Ms. Rodriguez.”

What if the person I want to interview is busy?

If the person you want to interview is busy, be flexible and offer to work around their schedule. Be sure to express your appreciation for their time and consideration.

How long should I wait for a response?

Give the person at least a week to respond to your letter. If you do not receive a response, feel free to follow up with a polite email or phone call.

Can I request an interview via email?

Yes, you can request an interview via email. Be sure to follow the same guidelines as you would for a formal letter, including addressing the person by name and explaining why you are interested in interviewing them.

Writing a letter of intent to conduct an interview for your thesis can be a daunting task, but these examples and tips can help you get started. Remember to be clear, concise, and professional, and to express your appreciation for the person’s time and consideration. Good luck with your research!

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Letters.org

The Number 1 Letter Writing Website in the world

Interview Request Letter

Last Updated On September 19, 2018 By Letter Writing Leave a Comment

This letter is basically written to take an interview of a renowned personality who has excelled in a particular field. That person is considered as an idol for his followers who aspire to become like that person. Through this letter, you can appreciate that person’s effort and struggle in becoming a renowned name in the market. Through this letter, you will be basically requesting that person to share his experiences with you via an interview scheduled as per his/her convenience.

Use the following tips, samples, and templates to write a request letter for an interview or to schedule an interview for new job, thesis or research.

Interview Request Letter Writing Tips:

• Firstly it is very much essential to be sincere in requesting for an appointment for the interview.
• You must clearly mention the reason as to why you want to interview the person.
• You must make the person feel that you are proud of his achievements.
• Once you are through writing the letter, please recheck the same for spelling mistakes or punctuation errors.

Interview Request Letter Template

__________________ __________________

Date (Date on which letter is written)

________________ ________________

Sub:__________________________________________

Dear _________________,

I would like to bring to your kind notice that I have recently completed my ____________.  I would be very joining _____________ as my first job. I have heard a lot about you and your achievements in this particular field. I would be really thankful to you if you could give me some of your precious time to discuss with me on the latest advancements in this field, prior to my joining. I will be highly obliged to you for this. I am sure that with your guidance, I would feel more confident to step out in the corporate word.

I hope to get a positive response from yo.

Yours sincerely,

(_____________________)

Download Template (Doc and PDF)

Interview Request Letter Sample, Email and Example/Format

Dr. Elizabeth Francis,

Cardiologist Metro Hospital, London

Dr.Pauline, Shard Hospital, Shard, London

Sub: Requesting for an interview with you

Dear Dr. Pauline,

You are a renowned name in the field of heart transplantation and I believe that there is lot to learn from your experiences. I have just finished my doctorate in cardiology and would be joining Metro Hospital as a visiting Cardiologist. But, before stepping into my career life, I would like to take a small interview of yours to discuss on the recent advancements in cardiology, how to handle patients with chronic heart problems with ease etc. The same will be published in our institute’s newsletter.

You always remain an idol for me and I would be very grateful to you if you could give me your precious time so that we can all get a chance to learn more from you.

I hope to get a positive response from you.

_______________

Dr. Elizabeth Francis

Email Format

This letter requests for an opportunity to conduct an informative interview with a firm. Relevant information about the requestor is given and the type of interview and the purpose of the required interview are stated clearly for positive consideration to the request.

To: [email protected]

From: [email protected]

SUBJECT: Interview Request Letter

Dear Ms. Sanchez

I am writing to request for an interview with you to obtain some relevant information regarding the latest technology in the market.

I am a 3rd year Information Technology student at the prestigious Technology School of London majoring in Technology Designs. I am required to submit a paper on the Trends in Technology Designs for my graduation.

I have been following your firm’s dynamic progress in the Technology sector and I am very impressed with Silicon World’s performance. It would be my honor if you can share some technology information with me to assist me in my paper. The information which you provide me shall be used in the strictest confidence.

I look forward to hearing positively from you soon.

Thanking you in advance.

____________

Gill Barney 3rd year Technology Student Technology School of London

Interview Request Letter Generator

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Interview Request Masterthesis

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• Introduction:
• Begin with a polite and professional salutation, addressing the recipient by their appropriate title (e.g., Dr., Professor, Mr., Ms.).
• Introduction of Yourself:
• Briefly introduce yourself and your academic background, mentioning that you are a master's thesis student.
• Explanation of the Research:
• Provide a concise overview of your master's thesis, including the main research question or objective.
• Briefly explain the significance of your research and why the interviewee's expertise or perspective is valuable.
• Purpose of the Interview:
• Clearly state the purpose of the interview and how the interviewee's insights will contribute to your research.
• Mention if the interview is aimed at gathering expert opinions, personal experiences, or specific information related to your thesis topic.
• Request for Participation:
• Politely ask the individual if they would be willing to participate in an interview for your master's thesis.
• Specify the format of the interview (e.g., in-person, phone, video call) and the estimated duration.
• Flexibility and Convenience:
• Express your willingness to accommodate their schedule and location preferences.
• Mention that you are open to conducting the interview at a time and place that is convenient for them.
• Assurances of Confidentiality:
• Assure the interviewee that their responses will be kept confidential and that any identifying information can be anonymized in the final thesis.
• Contact Information:
• Provide your contact information, including email and phone number, so they can reach out to you to discuss details or confirm their participation.
• Expression of Gratitude:
• Express gratitude for their time and consideration, acknowledging the value of their expertise in contributing to your research.
• Conclude the request with a polite closing, such as "Sincerely" or "Best regards," followed by your full name.

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Qualitative Research 101: Interviewing

5 Common Mistakes To Avoid When Undertaking Interviews

By: David Phair (PhD) and Kerryn Warren (PhD) | March 2022

Undertaking interviews is potentially the most important step in the qualitative research process. If you don’t collect useful, useable data in your interviews, you’ll struggle through the rest of your dissertation or thesis.  Having helped numerous students with their research over the years, we’ve noticed some common interviewing mistakes that first-time researchers make. In this post, we’ll discuss five costly interview-related mistakes and outline useful strategies to avoid making these.

Overview: 5 Interviewing Mistakes

• Not having a clear interview strategy /plan
• Not having good interview techniques /skills
• Not securing a suitable location and equipment
• Not having a basic risk management plan
• Not keeping your “ golden thread ” front of mind

1. Not having a clear interview strategy

The first common mistake that we’ll look at is that of starting the interviewing process without having first come up with a clear interview strategy or plan of action. While it’s natural to be keen to get started engaging with your interviewees, a lack of planning can result in a mess of data and inconsistency between interviews.

There are several design choices to decide on and plan for before you start interviewing anyone. Some of the most important questions you need to ask yourself before conducting interviews include:

• What are the guiding research aims and research questions of my study?
• Will I use a structured, semi-structured or unstructured interview approach?
• How will I record the interviews (audio or video)?
• Who will be interviewed and by whom ?
• What ethics and data law considerations do I need to adhere to?
• How will I analyze my data? 

Let’s take a quick look at some of these.

The core objective of the interviewing process is to generate useful data that will help you address your overall research aims. Therefore, your interviews need to be conducted in a way that directly links to your research aims, objectives and research questions (i.e. your “golden thread”). This means that you need to carefully consider the questions you’ll ask to ensure that they align with and feed into your golden thread. If any question doesn’t align with this, you may want to consider scrapping it.

Another important design choice is whether you’ll use an unstructured, semi-structured or structured interview approach . For semi-structured interviews, you will have a list of questions that you plan to ask and these questions will be open-ended in nature. You’ll also allow the discussion to digress from the core question set if something interesting comes up. This means that the type of information generated might differ a fair amount between interviews.

Contrasted to this, a structured approach to interviews is more rigid, where a specific set of closed questions is developed and asked for each interviewee in exactly the same order. Closed questions have a limited set of answers, that are often single-word answers. Therefore, you need to think about what you’re trying to achieve with your research project (i.e. your research aims) and decided on which approach would be best suited in your case.

It is also important to plan ahead with regards to who will be interviewed and how. You need to think about how you will approach the possible interviewees to get their cooperation, who will conduct the interviews, when to conduct the interviews and how to record the interviews. For each of these decisions, it’s also essential to make sure that all ethical considerations and data protection laws are taken into account.

Finally, you should think through how you plan to analyze the data (i.e., your qualitative analysis method) generated by the interviews. Different types of analysis rely on different types of data, so you need to ensure you’re asking the right types of questions and correctly guiding your respondents.

Simply put, you need to have a plan of action regarding the specifics of your interview approach before you start collecting data. If not, you’ll end up drifting in your approach from interview to interview, which will result in inconsistent, unusable data.

2. Not having good interview technique

While you’re generally not expected to become you to be an expert interviewer for a dissertation or thesis, it is important to practice good interview technique and develop basic interviewing skills .

Let’s go through some basics that will help the process along.

Firstly, before the interview , make sure you know your interview questions well and have a clear idea of what you want from the interview. Naturally, the specificity of your questions will depend on whether you’re taking a structured, semi-structured or unstructured approach, but you still need a consistent starting point . Ideally, you should develop an interview guide beforehand (more on this later) that details your core question and links these to the research aims, objectives and research questions.

Before you undertake any interviews, it’s a good idea to do a few mock interviews with friends or family members. This will help you get comfortable with the interviewer role, prepare for potentially unexpected answers and give you a good idea of how long the interview will take to conduct. In the interviewing process, you’re likely to encounter two kinds of challenging interviewees ; the two-word respondent and the respondent who meanders and babbles. Therefore, you should prepare yourself for both and come up with a plan to respond to each in a way that will allow the interview to continue productively.

To begin the formal interview , provide the person you are interviewing with an overview of your research. This will help to calm their nerves (and yours) and contextualize the interaction. Ultimately, you want the interviewee to feel comfortable and be willing to be open and honest with you, so it’s useful to start in a more casual, relaxed fashion and allow them to ask any questions they may have. From there, you can ease them into the rest of the questions.

As the interview progresses , avoid asking leading questions (i.e., questions that assume something about the interviewee or their response). Make sure that you speak clearly and slowly , using plain language and being ready to paraphrase questions if the person you are interviewing misunderstands. Be particularly careful with interviewing English second language speakers to ensure that you’re both on the same page.

Engage with the interviewee by listening to them carefully and acknowledging that you are listening to them by smiling or nodding. Show them that you’re interested in what they’re saying and thank them for their openness as appropriate. This will also encourage your interviewee to respond openly.

Need a helping hand?

3. Not securing a suitable location and quality equipment

Where you conduct your interviews and the equipment you use to record them both play an important role in how the process unfolds. Therefore, you need to think carefully about each of these variables before you start interviewing.

Poor location: A bad location can result in the quality of your interviews being compromised, interrupted, or cancelled. If you are conducting physical interviews, you’ll need a location that is quiet, safe, and welcoming . It’s very important that your location of choice is not prone to interruptions (the workplace office is generally problematic, for example) and has suitable facilities (such as water, a bathroom, and snacks).

If you are conducting online interviews , you need to consider a few other factors. Importantly, you need to make sure that both you and your respondent have access to a good, stable internet connection and electricity. Always check before the time that both of you know how to use the relevant software and it’s accessible (sometimes meeting platforms are blocked by workplace policies or firewalls). It’s also good to have alternatives in place (such as WhatsApp, Zoom, or Teams) to cater for these types of issues.

Poor equipment: Using poor-quality recording equipment or using equipment incorrectly means that you will have trouble transcribing, coding, and analyzing your interviews. This can be a major issue , as some of your interview data may go completely to waste if not recorded well. So, make sure that you use good-quality recording equipment and that you know how to use it correctly.

To avoid issues, you should always conduct test recordings before every interview to ensure that you can use the relevant equipment properly. It’s also a good idea to spot check each recording afterwards, just to make sure it was recorded as planned. If your equipment uses batteries, be sure to always carry a spare set.

4. Not having a basic risk management plan

Many possible issues can arise during the interview process. Not planning for these issues can mean that you are left with compromised data that might not be useful to you. Therefore, it’s important to map out some sort of risk management plan ahead of time, considering the potential risks, how you’ll minimize their probability and how you’ll manage them if they materialize.

Common potential issues related to the actual interview include cancellations (people pulling out), delays (such as getting stuck in traffic), language and accent differences (especially in the case of poor internet connections), issues with internet connections and power supply. Other issues can also occur in the interview itself. For example, the interviewee could drift off-topic, or you might encounter an interviewee who does not say much at all.

You can prepare for these potential issues by considering possible worst-case scenarios and preparing a response for each scenario. For instance, it is important to plan a backup date just in case your interviewee cannot make it to the first meeting you scheduled with them. It’s also a good idea to factor in a 30-minute gap between your interviews for the instances where someone might be late, or an interview runs overtime for other reasons. Make sure that you also plan backup questions that could be used to bring a respondent back on topic if they start rambling, or questions to encourage those who are saying too little.

In general, it’s best practice to plan to conduct more interviews than you think you need (this is called oversampling ). Doing so will allow you some room for error if there are interviews that don’t go as planned, or if some interviewees withdraw. If you need 10 interviews, it is a good idea to plan for 15. Likely, a few will cancel , delay, or not produce useful data.

5. Not keeping your golden thread front of mind

We touched on this a little earlier, but it is a key point that should be central to your entire research process. You don’t want to end up with pages and pages of data after conducting your interviews and realize that it is not useful to your research aims . Your research aims, objectives and research questions – i.e., your golden thread – should influence every design decision and should guide the interview process at all times. 

A useful way to avoid this mistake is by developing an interview guide before you begin interviewing your respondents. An interview guide is a document that contains all of your questions with notes on how each of the interview questions is linked to the research question(s) of your study. You can also include your research aims and objectives here for a more comprehensive linkage. 

You can easily create an interview guide by drawing up a table with one column containing your core interview questions . Then add another column with your research questions , another with expectations that you may have in light of the relevant literature and another with backup or follow-up questions . As mentioned, you can also bring in your research aims and objectives to help you connect them all together. If you’d like, you can download a copy of our free interview guide here .

Recap: Qualitative Interview Mistakes

In this post, we’ve discussed 5 common costly mistakes that are easy to make in the process of planning and conducting qualitative interviews.

To recap, these include:

If you have any questions about these interviewing mistakes, drop a comment below. Alternatively, if you’re interested in getting 1-on-1 help with your thesis or dissertation , check out our dissertation coaching service or book a free initial consultation with one of our friendly Grad Coaches.

Psst... there’s more!

This post was based on one of our popular Research Bootcamps . If you're working on a research project, you'll definitely want to check this out ...

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Interviews for qualitative or quantitative research?

What type of interviews are there, recruiting respondents, interview step-by-step plan, asking good interview questions, how do you transcribe interviews, incorporating the interviews into your thesis, our best tips for interview techniques.

Are interviews necessary for your thesis? In that case, there are a few things to consider. You have to decide what kind of interview to conduct. You need to draw up good questions. You also have to choose an appropriate transcription method and incorporate the interview results into your thesis correctly. How do you do all of this properly? Here you will find everything you need to know about conducting and processing interviews for your thesis.

Interviews are an appropriate form of data collection in both quantitative and qualitative research. 

Quantitative research is all about numbers and testing hypotheses. 

In qualitative research, you primarily go into detail collecting opinions, experiences and ideas to fully understand a concept. 

In qualitative research, you usually see open-ended questions because they lead to rich data. In quantitative research, closed questions are more common.

Roughly speaking, we can distinguish between a few types of interviews. The most common are the following interview forms:

Structured interviews: you follow a strict interview schedule with a fixed order of questions so that all interviews take place in the same way.

Semi-structured interviews: you prepare the questions, but can deviate on the spot from your preparation during the interview (e.g. if you want to ask further questions).

Unstructured interviews: in advance, you have only prepared a list with topics you want to ask about; the questions you want to ask are not yet known.

Focus group: you get a group of people together to talk to each other about a topic, and you are the one to ask the questions and facilitate the conversation.

Group interview: you interview several people at the same time about various topics, focusing more on the interaction between you and the interviewees than the participants engaging with each other.

To conduct interviews, you need to find people willing to be interviewed. Sometimes one or two interviews will suffice, for instance in a case study. There are also research methods that require a larger number of interviews. The number of interviews that is ideal depends on your research goal and research question. 

The more interviews you conduct, the greater the reliability and validity of your results. Your research results are then more likely to reflect reality.

Discuss with your thesis supervisor in advance how many interviews would be ideal for your research. Keep the time schedule in mind. Of course, the number of interviews should be realistic within the time you have to recruit respondents and conduct interviews. 

To conduct an interview, you go through several stages. Good preparation is very important. Our interview roadmap will help you do this properly. Follow these 6 steps:

Choose the type of interview.

Prepare the interview guide.

Practice your interview techniques.

Start the interview in the right way.

Conduct the interview.

Transcribe the conversation.

A good interview depends on the quality of the questions you ask. Take the time to draft good and clear questions. These tips for formulating interview questions will help you do just that. 

For example, note the following:

Ask non-directive questions. Be objective in your questioning to avoid pressuring your interviewee into giving socially desirable answers.

Be as clear as possible with your questions. Keep them short, be specific, avoid jargon, and only ask one question at a time.

Ask the questions in a logical order. For example, this could be in chronological order if you ask people to describe an event. Another option is to start with questions about the problem and its causes and later ask questions about possible solutions.

Make a good trade-off between open and closed questions. With open questions, you get richer answers; with closed questions, the answers are more limited, but the answers are more comparable. Try to achieve a balance that suits your research question.

To analyse, code, and use the interview data in your thesis, you need to transcribe the interviews first. 

We list the main points of interest in our article on transcribing interviews. Read here, for example, which transcription methods exist and which software you can use to make your life a lot easier. Are you willing to pay a small amount of money? Then, you may want to consider outsourcing your transcription.

If all goes well, interesting findings will emerge from the interviews. Processing the data from the interviews in your thesis is done as follows:

In the method chapter , describe how you conducted the interviews. For example, indicate the interview format, explain how you arrived at the questionnaire and describe the results of any pre-test you do.

In the results chapter , summarise the main findings from the interviews. Refer to the interview data using quotes or paraphrases. You may find the various models for your thesis, such as risk analysis or SWOT analysis, useful for your data analysis.

In the conclusion , answer your research question based on the interview data (and any other research methods or sources). 

In the discussion , explain what you did to ensure the reliability and validity of your study. Also, mention the possible limitations of the chosen interview method here. 

Put the interview transcripts in the appendices . You can also include the questionnaire or topic list you used in the appendix. Refer to this in the running text of your thesis.

Do you doubt whether you have placed the interview data in the right place and used the correct thesis structure? The editors of AthenaCheck will be happy to check your thesis for proper structure, a common thread and/or language and spelling. This way, you can be sure that your thesis is well put together in these areas. 

The quality of your data largely depends on your qualities as an interviewer. We are happy to help you tackle the interview in the best possible way. Check out our tips for useful interview techniques, such as:

Listen more rather than speak more. Above all, let the interviewee speak.

Ask further questions if the interviewee says something interesting.

Above all, ask open-ended questions, as they provide richer data.

Formulate your questions neutrally so that you don't steer the interviewee too much towards a particular answer.

Be clear and specific with your questions.

Avoid jargon.

Keep an eye on non-verbal cues from the interviewee. These cues sometimes tell you more than a thousand words could. You can tell, for example, if someone does not understand something or if the interviewee is getting emotional.

Requesting an Interview for Thesis - How to Ask & Sample Letter

Home > Tags > i > interview request letter for thesis

Welcome to our comprehensive guide on writing an interview request letter for your thesis. As you embark on your research journey, it's crucial to effectively communicate your intention to interview individuals who can provide valuable insights. In this article, we will cover all aspects of crafting a compelling request letter, including tips and sample templates.

Need help getting started with your request letter? We've got you covered. Whether you're conducting research, seeking a second chance interview, or reaching out for documentary or college purposes, our templates are tailored to suit your needs. With our easy-to-use templates, you can confidently request interviews that will greatly enhance your thesis.

Discover the best practices of composing an interview request, including guidance on how to ask for an interview after applying. You'll find actionable tips on how to make a strong case, showcase your intent, and increase your chances of securing valuable interview opportunities.

Our collection of sample letters will serve as a helpful reference point, providing examples for different scenarios, such as requesting a second chance interview or sending an email to schedule a college or informational interview.

Maximize the potential of your thesis by effectively communicating your interview requests. Download our templates and unlock the door to valuable insights!

Request Job Interview Letter

How do I write a request job interview letter? Just download this ready-made template in Google Docs, MS Word or Apple Pages format and you’re good to go.

6 Email Templates to Ask Someone to be on Your Thesis Committee

By: Author Hiuyan Lam

Posted on Last updated: October 20, 2023

Categories Professional Etiquette

Writing a thesis is one of the most challenging parts of being an undergraduate or graduate student. You need to know how to ask someone to be on your thesis committee, especially if you are looking for a mentor to guide you through the writing process.

If you are currently starting the dissertation process, these unique email templates will help show you how to ask someone to be on your thesis committee.

How to ask someone to be on your thesis committee: When asking senior students

  These email templates will help you figure out how to ask a senior student to be on your thesis committee.   Senior students are perfect for helping you through the writing process. You can ask a student with whom you get along and share similar ideas.  

When asking professors to be on your thesis committee

  Your professor would be an invaluable addition to your thesis committee, especially since they could provide you with unique insight and constructive criticism.   Here is how to ask someone to be on your thesis committee if the person is your professor.  

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How to ask someone to be on your thesis committee: When asking professionals in your field

  Professionals can offer diverse and useful expertise if they choose to join your thesis committee. Here is how to ask someone to be on your thesis committee if you’re asking professionals in your field.  

  These are unique email templates that you can use when trying to figure out how to ask someone to be on your thesis committee.   Whether it is your professor, a senior student in your faculty, or a professional in your field, these templates will help you get that positive response that you are seeking.   If you are currently working on your thesis and wondering how to ask someone to be on your thesis committee, these templates will surely help you get some ideas.  

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Sample emails to your dissertation supervisor

Published on October 13, 2015 by Sarah Vinz . Revised on March 24, 2017.

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Making an appointment, asking questions, confirming agreements.

Dear Dr. Janssen,

The college has informed me that you will be my supervisor. I would therefore like to make an initial appointment to discuss my dissertation idea with you.

I look forward to hearing from you as to when you would be available to meet with me.

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Dear Prof. Smith,

I have encountered several difficulties while working on my dissertation. Could you please answer the following questions?

• I have found only limited literature on the concept of “social enforcement.” Are you familiar with any authors who have written on this topic?
• Measuring “social enforcement” in the literature has proven virtually impossible. At this point I would like to use “social control” as a starting point for the concept. What are your thoughts on this?

I would like to make an appointment to discuss these questions with you. When would be convenient for you?

I am writing in follow-up to our meeting on Monday. Could you please check the notes I have prepared concerning what we agreed and confirm that they are accurate?

Thanks in advance for your response.

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Vinz, S. (2017, March 24). Sample emails to your dissertation supervisor. Scribbr. Retrieved August 26, 2024, from https://www.scribbr.com/tips/sample-emails-to-your-dissertation-supervisor/

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Sarah's academic background includes a Master of Arts in English, a Master of International Affairs degree, and a Bachelor of Arts in Political Science. She loves the challenge of finding the perfect formulation or wording and derives much satisfaction from helping students take their academic writing up a notch.

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Sample emails to your thesis supervisor

A good thesis requires good communication between you and your thesis supervisor. This includes emails! Yet, even a simple email can lead to stress and overthinking. If you struggle to communicate with your thesis supervisor via email, have a look at six sample emails for inspiration.

General tips for emailing your thesis supervisor

Every relationship between student and thesis supervisor is unique. And everyone has a unique (email) writing style.

Sample email to thesis supervisor inquiring about potential supervision

The first email to a potential thesis supervisor tends to be very formal. If you have never met the potential thesis supervisor in person before, make sure to check out tips on how to cold-email professors. In the following sample email, however, we assume that the student and the potential thesis supervisor met before.

Sample email to thesis supervisor setting up a meeting

Sample email to thesis supervisor sharing post-meeting action points

To get the most out of thesis supervision meetings , it is highly recommended that the student takes notes during the meeting. Based on these notes, the student then summarises the key takeaways from the meeting, or action points, so to speak. These action points will guide the student’s work until the next meeting, and provide a written record of agreements.

Sample email to thesis supervisor asking for feedback

Sample email to thesis supervisor asking for support

Sample email to thesis supervisor when not meeting a deadline.

And lastly, there are the unfortunate occasions where you made agreements with your thesis supervisor, which you cannot meet. Pulling an all-nighter is generally a bad idea, as sleep is crucial for efficient thesis writing . It might be smarter, to be honest, and open about it and to inform your thesis advisor in advance. In the following sample email, the student informs the supervisor that he cannot meet the agreed deadline.

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Permission Letter To Conduct Research: How To Draft It Right!

In this article, I’ll share my insights and provide you with a step-by-step guide, including customizable templates , to craft your own effective permission letter for research.

Key Takeaways Understand the purpose and importance of a permission letter for research. Learn the essential components to include in your letter. Get a step-by-step guide to writing a compelling permission letter. Benefit from a customizable template to streamline your writing process. Discover practical tips from my personal experience to enhance your letter.

Understanding the Importance of a Permission Letter for Research

A permission letter for research is a crucial document that formally requests authorization to conduct a study in specific locations or collect data from a particular group.

It serves as a formal agreement between the researcher and the authority or individuals involved, ensuring that the research is conducted ethically and legally.

Step-by-Step Guide to Writing Your Permission Letter

Step 1: start with contact information and date.

Always begin your letter by stating your contact information at the top, followed by the date. This should include your name, address, phone number, and email address.

Step 2: Address the Recipient Properly

Address the recipient by their proper title and name. If you’re unsure, a general “To Whom It May Concern” can suffice, but personalized greetings are always more impactful.

Step 3: Introduce Yourself and Your Affiliation

Introduce yourself, your position, and your affiliation. This sets the context and establishes your credibility.

Step 4: Clearly State the Purpose of Your Letter

Be clear and concise about your intent to seek permission for research. Mention the research topic and why the specific site or group is essential for your study.

Step 5: Provide Details of Your Research

Explain the scope of your research, the methodology you’ll use, and the expected duration. Transparency is key to gaining trust and approval.

Step 6: Assure Ethical Compliance

Highlight your commitment to ethical standards, including how you’ll ensure participant confidentiality and data protection.

Step 7: Request for Approval

Politely request permission to proceed with your research, expressing your willingness to comply with any required protocols or guidelines.

Step 8: Include Contact Information for Follow-up

Offer your contact information again, encouraging the recipient to reach out with any questions or requests for further details.

Step 9: Close with a Professional Salutation

End your letter with a professional closing, such as “Sincerely,” followed by your name and signature.

Template for a Permission Letter To Conduct Research

[Your Name] [Your Address] [City, State, Zip Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name or Title] [Organization’s Name] [Address] [City, State, Zip Code]

Dear [Recipient’s Name or Title],

I am writing to request permission to conduct research at [location/site/group], as part of my [research project/study] on [topic]. My name is [Your Name], and I am a [Your Position] at [Your Institution or Organization].

The purpose of my research is to [briefly state the objective]. I believe that [location/site/group] is essential for my study because [reason]. The research will involve [describe the methodology], and I anticipate it will take approximately [duration] to complete.

I assure you that all research activities will adhere to the highest ethical standards. Participant confidentiality and data protection will be strictly maintained throughout the research process.

Your approval to conduct this research would be greatly appreciated. I am more than willing to adhere to any specific protocols or requirements you may have. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or need further information.

Thank you for considering my request. I look forward to your positive response.

[Your Name] [Your Signature, if sending a hard copy]

Personal Tips from My Experience

• Personalize Your Letter:  Tailoring the letter to the recipient shows respect and attention to detail.
• Be Concise but Thorough:  Provide enough detail to inform but not so much that it overwhelms the reader.
• Follow-Up:  Don’t hesitate to follow up if you haven’t received a response within a reasonable time frame.
• Show Appreciation:  Always express gratitude for the recipient’s time and consideration.

I hope this guide helps you craft an effective permission letter for your research. I’d love to hear about your experiences or any additional tips you might have. Please share your thoughts and questions in the comments below!

Related Posts

• Free Templates for Research Permission Letters
• 3 Must-Have Templates for Requesting Permission Easily
• Sample Letter To Request To Attend A Conference: Free & Effective

Frequently Asked Questions (FAQs)

Q: What is a permission letter to conduct research?

Answer : A permission letter to conduct research is a formal request to obtain permission from an organization or individual to conduct research on a particular topic. This type of letter is commonly used by students, researchers, and scholars who require permission to carry out their research.

Q: Why is a permission letter to conduct research important?

Answer : A permission letter to conduct research is important because it shows that the researcher has obtained the necessary permissions to conduct their research. It also provides a clear understanding of the scope and nature of the research and how it will be conducted, which can help to prevent misunderstandings or legal issues.

Q: Who should I address my permission letter to?

Answer : You should address your permission letter to the individual or organization that has the authority to grant permission for your research. This could be the head of the organization, a department manager, or an individual who is responsible for the area that you wish to conduct research in.

Q: What should I include in my permission letter to conduct research?

Answer : Your permission letter to conduct research should include an introduction that outlines your research topic and objectives, an explanation of why you need permission, an overview of your research methodology, details on the timeline and logistics of your research, and a formal closing that thanks the recipient for their time and consideration.

Q: How do I ensure that my permission letter to conduct research is effective?

Answer : To ensure that your permission letter to conduct research is effective, make sure that it is clear, concise, and polite. Provide detailed information about your research and the nature of your request, and address any potential concerns or objections that the recipient may have. Finally, proofread your letter carefully to ensure that it is free from errors and typos.

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Formal Interview Request Letter Template

Download this Formal Interview Request Letter Template Design in Word, Google Docs, PDF, Apple Pages Format. Easily Editable, Printable, Downloadable.

Formal interview request letter.

Dear Aron Scott,

My name is Oscar L. Ring and I have been working in the academic industry for more than six years now. I have seen your job advertisement in gojobs.com regarding the open Academic Systems Manager position. Confident about my skills, knowledge, and experience, I would like to express my desire to apply for the position.

After earning my degree in information technology, I managed to land a position at a public school in Boston as an Academic Systems Assistant Manager. During my seventh month, I got promoted to Academic Systems Manager. My experience has equipped me with excellent decision-making skills. After two years, I transferred to the University of California Berkeley where I dedicated another two years of my working career in the same position. The most recent academic institution was the University of Miami. I can definitely say that I did a great job of providing them with computer systems that are reliable and high performing.

I would be glad to receive a positive response from you. Feel free to contact me anytime using the phone number and email address below. I am thankful for the time and effort you put into reading this.

Respectfully,

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Mar 30, 2021

How to write an interview invitation email

Learn how to invite a candidate to a job interview with an interview invitation email that leaves the applicant informed, inspired, and excited.

Lawrie Jones

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Sending an interview invitation email is an exciting step in the recruitment process. It may be tempting to take the easy way out and use an interview invitation email template – but don't.

Investing time crafting a personalized email inviting someone for an interview will benefit your brand and your business.

Interview invitation emails provide candidates with a snapshot of how you work. They're an opportunity to sell your company and promote the role. In competitive industries, where vacancies vastly outnumber candidates, a well-written interview invitation email can differentiate between filling a vacancy and not. 

As video interviews become the norm, your interview email needs to do more than simply state the date and time. You'll need to include time, technical details, task information, and even advice on dress code. ‍

In our guide, we explain how to write the perfect interview invitation email for any business with the help of our templates. We also show you how to use Flowrite to send interview invitations lightning fast , like this:

What is an interview invitation email?

Interview invitation emails are personalized and professional correspondence sent to a candidate, asking them to join you for a formal discussion about the role.

You may be inviting a candidate for a telephone interview, video conference, or physical interview. During the recruitment process, you may invite one candidate to all three.

There are no fundamental rules about the interview email format. They can be as short as a few sentences or lengthy descriptions of the interview process.

The crucial thing is that the recipient should have every piece of information they need to decide whether to agree to the interview and what they need to do to prepare for it.

You also have a  legal duty  to ensure that every job seeker can attend an interview – this may include having to adapt to a jobseeker's requirements.

Why interview scheduling emails are crucial in the Zoom age

Most interviews were conducted in person in the past, but the pandemic has changed how recruitment is done.

Zoom, Skype, and Microsoft Teams are all increasingly popular ways of interviewing potential candidates. During the pandemic's initial stages, video interviews  surged by 67%  as organizations sought new ways of engaging potential candidates.

Today, video interviews are a crucial part of the recruitment process and are here to stay. Two-thirds of recruiters plan to continue virtual onboarding after Covid,  People Management  reports.

Arranging video conferences adds additional complexity to the process, with candidates requiring significantly more information than just time and place.

As well as time and date, come of the other information interviewees will require includes:

• Log in details for the video conference
• A calendar link 
• A start time and an end time (including details of your timezone, for remote workers or overseas candidates)
• A brief outline of the discussion
• Details on who will be present at the discussion
• If you're asking them to deliver a presentation, details on suitable software
• A back-up plan if the technology doesn't work

The importance of a thoughtful interview invitation

Every piece of correspondence your business sends should be professional, but it's crucial with interview invitation emails. A positive, personal and professional interview invitation provides candidates with an insight into how you work.

Interview invitations are essential for executive candidates and those in  skilled occupations with high-demand . In specific sectors, such as medicine, the creative industry, and teaching, there are more vacancies than candidates, which means you must invest the effort to attract the best candidates.

A  recent study  of recruitment in the medical profession found that "promoting personal connections with each candidate" was fundamental to successful recruitment in the digital age. A well-written, personalized, and professional email can improve your business's perception among jobseekers and encourage them to attend an interview.

There is a financial imperative too. Recruitment experts  Glassdoor  estimate that it costs more than $4,000 and takes 27.5 days to recruit a new employee. If your email invitation letter fails to generate any replies, you could find yourself significantly out of pocket.

"Why can't I just send a calendar invite to the candidate?" you might ask. While it may be tempting, you should resist the urge. Calendar notifications are impersonal and unprofessional. You can send a calendar invite once your applicant has accepted, but don't make it the first contact you have with a potential recruit. Instead, write an email to schedule an interview.

Email format for inviting candidate to interview

First things first, interview invitation emails have their purpose and structure. You can learn more about  professional email etiquette  in our in-depth guide. Still, you need to be slightly different format in your invitation letters. You'll want to provide the 'who, what, when, and where' of the interview.  

We've studied the email invitations from several of the world's leading firms, and they have seven things in common. 

• Thank the applicant for applying
• Invite them to an interview
• Provide all essential details
• Tell them who will be present
• Encourage them to connect and confirm
• Ask if they have any special requirements
• End enthusiastically

1. Thank the applicant

It's always positive to thank applicants for the effort they have made in applying for your position.  

2. Invite them to an interview

Tell the applicant that they have been successful at the first stage (or the second or third stage, as appropriate) and that you are inviting them to an interview. Be specific about the interview type, whether it's a phone interview, video interview, or physical meeting. 

3. Provide all essential details  

Your applicant will need to know the interview's date and time, but they may need to know additional details. You should provide information on any tasks you ask them to do, including presentations. Provide information on the interview's length and, if you wish, details on the interview structure – whether it's a panel interview, a 1-to-1 discussion, or a presentation, for example. Ensure you leave nothing out.

4. Tell them who will be present

It's courteous to tell the jobseeker who will be present during the interview. The applicant can prepare by doing some research.

5. Encourage them to connect and confirm

Be clear to jobseekers that you need a reply. You can provide a deadline for all responses, particularly if you have a reserve list of other potential interviewees.

It's never a bad idea to offer the option to email or call. Here are more tips on sending networking emails .

6. Ask if they have any special requirements

You have a legal duty to ensure that your recruitment is fair, so ask applicants if they have specific requirements that you may need to accommodate.

7. End enthusiastically

End your email positively and encouragingly. This could be the start of something special.

How to invite candidate for interview by email

Suppose you've read our framework for constructing the perfect professional email. In that case, you might be wondering how that translates into an interview invitation email? Let's take a look at a suitable email format for inviting candidates to interview. Here's everything you need to include.

1. Use the person's name

You should personalize your email correspondence, so you should use the interviewee's name. Emails are less formal than letters, so it's OK to use the first name. If you want to know more about how to start a professional email , check out our in-depth blog.

2. Thank them for applying

A little thanks goes a long way. Thanking your potential interviewee is a positive way to start the email, so make sure you do.

3. Invite them to an interview

It can be easy to lapse into an official tone when writing an interview invitation but don't. Use the active voice when telling a candidate you have selected them for an interview. Whether you reviewed each application or not, you're representing the organization, so write that way.

4. Provide crucial details

Remember the who, what, when, and where. Include everything in any email to invite shortlisted candidates for an interview. Time, date, location, and process are all critical pieces of information you must not miss out on.

5. Tell the applicant who is going to interview them

It's professional to tell people who will be interviewing them. It enables them to do some background research, including checking out company profiles and LinkedIn profiles. Before sending the interview email, advise any colleagues who are mentioned by name in the message.

6. Encourage them to connect and confirm

Ensure that the applicant confirms their attendance. Give them a confirmation date if you wish. You can send a reminder email out a few days before the deadline should you want to.

7. Ask if they have any special requirements

You have a legal and moral duty to ensure that all applicants have a fair and equal chance to attend an interview. By acknowledging this and encouraging applicants to contact you, you're doing everything you can to ensure a transparent and open process. 

8. End professionally

We've written a detailed blog on the best practice for ending professional emails, including the best sign-offs for any situation, including the most formal ones. It will give you more insights on how to end an email for the candidate the best possible way.

9. Proofread the email

There's nothing worse than a poorly written email to a candidate. So make sure to double-check your email to invite shortlisted candidates for an interview in case of grammar or spelling errors before pressing 'send'.

4 Interview invitation email samples

Here are some example interview invitation email templates you may find helpful.

1. Telephone interview invitation email sample

This one is relatively formal and provides all the details required in an interview invitation email to a candidate.

2. Video interview invitation email sample

As we've said before, video conferences and online interview emails need to include specific details for jobseekers. Here's an example of a video interview email template.

3. First interview invitation email sample

First interview letters are typically formal and short. By providing candidates with information on the process from the get-go, you can reduce any anxiety they may feel. It also allows them to prepare, which should hopefully translate into a more meaningful exchange during the interview itself.  You can also base the second interview invitation email on this template.

4. Final interview invitation email sample

The final interview is your last chance to assess the candidates and gauge their fit for the role. If there are elements of their experience you would like to explore, then be explicit. Give the candidate the chance to express themselves and impress you. If you want to give feedback, it's usually better to come from the recruiting manager. Here's a sample final interview invitation email.

Interview invitation email sample

Everyone loves receiving an interview invitation, especially if it's clear what the next steps are! To make sure your invitation is clear, use this template.

Here we follow the same format as above, but when using this interview email template, make sure to spell out precisely what you will be asking the person to do, where they need to go, and when.

You may also have specific requirements for interviews, such as asking people to bring in a portfolio or prepare a presentation. If this is the case, provide clear instructions, as shown in the template below.

If you're still struggling to find the right words for interview invitation emails, then sign up for Flowrite – it transforms sequences of words into clear, consistent, and compelling emails. If you want to be the first to experience the future of writing, request access now.

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Interview invitation

Reply to: "

Dear Hiring Manager, ‍ Reading your job posting on LinkedIn for a Content Marketing Manager piqued my interest. Your description of the work responsibilities closely match my experience, so I am excited to submit my application for your consideration. ‍ In my current position as an Content Lead for BookSum, I write articles for the company website, manage the editing and posting of articles of our guest post program, manage the social media presence of the company, and write and sent out a weekly newsletter. Within six months I've grown the subscriber base of the newsletter by 40%. ‍ My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know. I look forward to hearing from you. Thank you for your consideration. Sincerely, Jess Smith

Received message

interview next tue at 4 pm PST via Zoom?

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Meeting scheduler

Hi Kyle, I'm Jane, an early-stage investor at Primity.vc. I just noticed Grava, and I wanted to say congratulations on the amazing progress you've made! It's really impressive how quickly your company has grown in such a short time. I would love to learn more about what you're doing and see if we can find a way for Primity.vc to be involved with your company's success going forward. Please let me know when would be a good time for us to talk. Best, Jane

available for a zoom call on friday apr 9 at 1 pm pst?

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