job offer

How to write a thank you letter for a job offer

in Knowledgebase on January 14, 2023

Thank you for the job offer! No better thing exists to lift your spirits and give you more energy, no matter how taxing the hiring process may have been. Because of this, now is the ideal moment to draft and submit a letter of gratitude for a job offer. One simple yet flexible letter can accomplish several communication functions with only a few simple actions.

Nothing may make you feel better than receiving a job offer, especially when it is the anticipated result of an active job hunt. Or even if you’ve chosen to pass up this chance, the prize for your work can still be enjoyable.

In either case, you should write a thank-you note as quickly as possible. We guarantee that it won’t take a lot of time or effort to compose. We’ve provided advice and a list of straightforward measures, examples, and templates to help you. Here’s what we’ll cover in this blog:

  • What is a thank-you letter for a job offer?
  • What objectives does it pursue?
  • How to draft a letter of appreciation for a job offer
  • Examples and templates

What is a job offer thank-you letter?

Although it might go without saying, the main goal of a thank-you letter for a job offer is to communicate your appreciation to the employer in writing.

However, in this situation, thank-you letters normally state whether you’re accepting or rejecting the employment offer. A request to finalize recruiting details or inquiries about the position may also be included.

Usually, the person to whom a thank-you letter is addressed is the same who gave you the job offer; this might be the hiring manager with whom you have dealt frequently ever since you applied for the position.

Expert Tip

What a thank-you letter for a job offer looks like and how to send one

A thank-you letter for a job offer can be written and sent in any of the following ways:

  • Include your name and “thank you” in the subject line of an email message’s body.
  • a standalone document with a business letter format:
  • attached to or linked from an email’s subject line
  • printed hard copy delivered in person or via mail

Always start your correspondence with the salutation “Dear Ms. Surname,” which addresses the recipient by name. Add a complimentary closing, such as “Best regards” or “Sincerely,” above your name to complete the sentence.

Why is a job offer thank-you letter important and useful?

At first glance, a thank-you letter for a job offer appears to be nothing more than a formality. You are expressing gratitude for both the job offer and the time and thought that went into reviewing your application during the hiring process. Otherwise, this clear-cut vehicle for communication is very adaptable.

Offer accepted

There is no better place to formally accept the position in writing than in your thank-you letter. Even if you’ve previously said it verbally over the phone or in person, doing so in writing is advised. A letter of response establishes the precedent for future employee-employer conversations to be documented. It serves a helpful administrative function even if it is not meant to be a replacement for an employment agreement in any legal or contractual sense.

Thank-you letters for job offers are also a practical approach to inquire about the position, confirm the specifics of the employment contract, and ask for more conversation before signing.

Thanks, but no thanks

Contrarily, job offer thank-you letters provide you the ability to politely reject the opportunity while still expressing gratitude. By doing this, you leave the door open for future communication and put a stop to your current dealings with this employer.

Given the time and effort put forward during the hiring process on both ends, no one should feel undervalued or unworthy after receiving a polite and well-written rejection letter. In essence, it adds a sophisticated finishing touch to the positive initial impression you made and kept throughout the hiring process.

How to write a thank-you letter after a job offer

We promised you that writing this letter wouldn’t take much time or effort. It should contain the following sections in the following order as it is one of the shortest and simplest documents in your job search toolkit:

  • Say thank you.
  • Accept or decline the job offer.
  • Ask about or confirm details and next steps.
  • Provide contact information and thanks again.

We’ll now look more closely at what to say at each stage.

1. First things first: thank you

Thank you for the job offer, please, and get right to the point with your letter’s purpose. Make sure to thank the employer specifically by name and include the position description, especially if it’s a huge recruiting organization. You could also want to recognize the department or division.

When expressing gratitude for the attention you received as a job seeker, briefly provide context. Mention everyone who was involved earlier than just the letter recipient, such as someone who reviewed your application, took part in an interview, or followed up thereafter.

2. Getting to yes or no: accept or decline the offer

The next statement is the one in which you accept or reject the job offer directly. First off, sounding passionate is very OK! However, remember to seem genuine as well, avoiding flowery or gushing sentiments.

It takes more skill to decline a job offer. Make an effort to appear courteous, respectable, and professional while maintaining a sincere personal undertone. Be careful not to be overly brutal. Direct is preferable to remote. Additionally, you don’t want to come off as distant, evasive, or overly formal.

You don’t have to go into detail, but you might want to briefly explain why you’re not accepting the position. Do express a desire to stay in touch with the employer in case there are any upcoming chances.

3. More to come: ask to clarify or confirm details and next steps

Questions or statements verifying your knowledge of what has been agreed upon thus far may come before your acceptance of the job offer. Keep it brief, though, as a starting point for additional conversation to clarify and settle on the specifics of the position and hiring. Maybe just let them know you’re available for a meeting or phone call to discuss these things.

4. Here I am … thanks again

Give the employer a way to contact you at the end of your letter. In the concluding paragraph, include your contact information and a brief phrase of gratitude for the opportunity.

Expert Tip Proofread and perfect

No matter how brief and simple, our most frequently stressed writing tip is nevertheless crucial in a thank-you letter for a job offer. Make sure everything has been thoroughly proofread and revised as necessary before sending.

Spelling and grammar mistakes, inconsistent formatting, a lack of clarity and conciseness, or an impolite tone have no place in this. Above all, make sure the recipient’s name is spelled correctly.

Job offer thank-you letter templates and examples

You are welcome to substitute the wording in the templates and samples below with your own. They serve as examples of thank-you letters that you may use to accept or reject a job offer. One version is designed to be included in an email message’s body, and the other is intended to be attached to or linked from within an email message. The latter might be printed and used to sign and mail the physical copy.

1: Job offer thank-you and acceptance — Email message format

“Your Name” as the subject Regards and acceptance

Dear [Name of Recipient],

I appreciate you considering me for the post of [position title or description] at [Employer Name]. I’m grateful that you took the time to read through my application and gave it some thought.

I’m thrilled to accept the position and am looking forward to [insert details about the role, the workplace, or the start date].

For the time being, I’d like to explain insert the specifics of your inquiry or desire for confirmation>. Please get in touch with me by phone or email so we can arrange a time to talk and decide what to do next.

I want to thank you once more for this chance. I’m eager to begin working with [employer name]!

best wishes

(“Your Name”)

 Job offer thank-you and rejection — letter document format

My name, address, phone number, and email are all provided.


Name of Recipient, Position of Recipient, Employer, and Address of Recipient

Dear [Name of Recipient],

I appreciate you considering me for the post of [position title or description] at [Employer Name]. I’m grateful that you took the time to read through my application and gave it some thought.

I am sorry to inform you that I have decided to turn down my employment at this time. If you’d like to elaborate, there was another option that looked better suited to my current situation.

The opportunity to learn “some fresh information or insights that came to light during the hiring process” left me with “something outstanding about the business” that made me feel more “specific” than ever. I continue to be interested in [some aspect of the organization’s activities, operations, or accomplishments]

Best regards,

Anthony Appleton

Key takeaways for job offer thank-you letters

  • It is always appropriate to send a thank-you letter after obtaining a job offer, and the time is now.
  • It’s the perfect opportunity to formally accept or reject the employment offer in addition to expressing gratitude to the company. Your letter of appreciation and acceptance may ask inquiries about the job or make a request to talk over and settle on specifics. You should still express your gratitude and your willingness to keep in touch if you are declining the post.
  • Writing a job offer thank-you letter is an easy undertaking that only requires a few simple steps. It is considerably simpler if you use the flexible templates and examples offered.

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