There’s nothing like a job offer to lift your spirits—especially as the desired outcome of a taxing job search. Even if you’ve decided to decline this opportunity, the reward for your efforts can still be gratifying.
Such gratitude should not be kept to yourself. Hiring managers and other interview participants will have spent considerable amounts of their time considering your application. So, whether the outcome was positive or not, a thank-you letter is in order.
We promise it won’t take long or be difficult to write. Trust us, you never know just how far a little gratitude can go. We’ve outlined a series of simple steps, along with tips, templates and examples to guide you. Here’s what we’ll cover in this blog:
- What is a job offer thank-you letter?
- Templates and examples
- What purposes does it serve?
- How to write a thank-you letter for a job offer
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What is a job offer thank-you letter?
It may be self-explanatory, but the main purpose of a thank-you letter for a job offer is to express your gratitude in writing to the employer. The application process is steeped in formality, so while this step may seem superfluous you would be surprised at just how many of your fellow applicants send a thank you letter. It doesn’t cost much to say thank you.
At the same time, thank-you letters in this circumstance typically indicate whether you are accepting or rejecting the job offer. They may also include questions about the position or a request to finalize hiring details. In this case, by all means say thank you, but lead the letter with the most important questions. Bullet points often help to focus the mind in this case.
Typically, the recipient being addressed in the thank-you letter salutation is the same person who offered you the position, perhaps the hiring manager you have interacted with consistently since applying for the job. Spell their name correctly and don’t copy/paste a letter from another employer and leave the other name there. That is a common mistake for an exhausted job seeker.
What a job offer thank-you letter looks like and how it’s sent
Any of the following ways of creating and sending a thank-you letter for a job offer are acceptable:
- In the body of an email message, including your name and “thank-you” in the subject line
- A stand-alone document formatted as a business letter:
- Attached or linked to an email cover message
- Printed hard copy sent in the mail or hand-delivered
In all instances, be sure to include a salutation that addresses the recipient by name: “Dear Ms. Surname.” Also end with a complimentary close such as “Best regards” or “Sincerely,” above your name.
Before we get into the intricacies of how to write a thank you letter in your specific situation, let’s start out with some examples.
Job offer thank-you letter templates and examples
Feel free to adapt the templates and examples below using your own replacement wording.
They illustrate thank-you letters you could use when accepting or declining a job offer. One version is formatted for incorporation in the body of an email message, and the other as a separate letter document attached or linked to an email message. The latter could also be printed for signing and mailing the hard copy, but that is rare.
1: Job offer thank-you and acceptance — email message format
Subject: <Your Name> Thank you and Acceptance
Dear <Recipient Name>,
Thank you for offering me the opportunity to work at <Employer Name> as a <position title or description>. I appreciate the time and consideration that my application has received <elaborate if appropriate>.
I am delighted to accept the position and look forward to <specify some aspect about the job, workplace or starting date>.
For now, I'd like to clarify <specify aspect you have questions about or want to confirm>. Please contact me at <phone and/or email> to schedule a discussion at your convenience and determine next steps.
Again, I want to thank you for this opportunity. I’m very excited about getting started at <employer name>!
Best regards,
<Your Name>
The following sample of a job offer thank-you and acceptance letter is based on the email message template above.
Subject: Fran Forest Thank you and Acceptance
Dear Mr. Beakley,
Thank you for offering me the opportunity to work at Wild By Nature as a research assistant in the macaw reintroduction program. I am very grateful for the time and consideration that my application has received by the hiring committee of executive and board officers.
I am delighted to accept the position and look forward to joining the refuge center’s dedicated team of biologists and animal conservation advocates.
For now, I'd like to clarify details of the research grant application process — specifically the timeline in relation to my earliest possible starting date of August 15. Please contact me at 555-5555 to schedule a discussion at your convenience and determine next steps.
Again, I want to thank you for this extraordinary career opportunity. I’m very excited about getting started at Wild By Nature!
Best regards,
Fran Forest
2: Job offer thank-you and rejection — letter document format
<My Name>
<My Address>
<My phone number>
<My email>
<Date>
<Recipient Name>
<Recipient Position>
<Employer Name>
<Recipient Address>
Dear <Recipient Name>,
Thank you for offering me the opportunity to work at <Employer Name> as a <position title or description>. I appreciate the time and consideration that my application has received <elaborate if appropriate>.
I regret to advise of my decision to decline the position at this time. When faced with a different choice <elaborate if desired>, that alternative seemed better suited to my present circumstances.
Having the chance to <some new knowledge or insights that came to light during the hiring process> Ieft me more <specify impression> than ever with <something impressive about the organization>. I remain interested in <something about the organization’s activities/business/achievements> and hope to stay in touch.
Again, I want to thank you for this opportunity at <Employer Name>.
Best regards,
<My Name>
The following sample of a job offer thank-you and rejection is based on the letter document template above.
Anthony Appleton
123 Parkway Lane
Onetown, ON A1B 2C3
July 20, 2021
Dr. Robert Bairdmore
Executive Director
Making It Access Center
1098 Roadway Drive
Some City, ON D4E 5F6
Dear Dr. Bairdmore,
Thank you for offering me the opportunity to work at Making It Access Center as an occupational therapist. I appreciate the time and consideration that my application has received, particularly during last week’s interview with search committee members.
I regret to advise of my decision to decline the position at this time. When faced with a different choice for partly unrelated reasons, the other alternative seemed better suited to my present circumstances.
Having the chance to gain first-hand insights into your innovative approaches to client care, and the vibrant team atmosphere, Ieft me more impressed than ever with Making It’s reputation for excellence. I remain interested in your success stories and hope to stay in touch.
Again, I want to thank you for this opportunity at Making It.
Best regards,
Anthony Appleton
Why is a job offer thank-you letter important and useful?
At face value, a job offer thank-you letter is merely a professional courtesy. You are showing appreciation not only for being offered the career opportunity but also for the time and consideration your application received during the recruiting process. Otherwise, this simple and straightforward communication tool is remarkably versatile (and may linger long in the memory).
Offer accepted
There’s no better way than in your thank-you letter to formally accept the position in writing. This is recommended even if you have already done so orally during a telephone or in-person conversation. Following up with a letter lays the groundwork for future employee-employer communications being kept on record.
Although not intended as an employment agreement substitute in any legal contractual sense, it serves a useful administrative purpose. It is likely that the thank you letter will be stored in the client-side ATS, so take care with the content.
Job offer thank-you letters also provide a convenient way to ask questions about the position, confirm employment agreement details and request further discussion to finalize.
Thanks, but no thanks
On the other hand, job offer thank-you letters allow you to graciously decline the opportunity while still conveying gratitude. In doing so, your recent interactions with this employer end on a positive note, while the door is left open for further contact.
It is sometimes easier to write a letter where you can say exactly what you wish to decline the role. Phone conversations in this case can sometimes get emotional, although that option is always open to you. Remember that accepting a job is a professional decision, no employer can insist that you join them, much as they might be upset that you are rejecting them.
Considering the investment of time and effort on both sides of the hiring process, a respectful and thoughtfully worded rejection letter should leave no one feeling shortchanged in the sense of not being worthwhile. In effect, it’s a classy finishing touch to the job-winning first impression you created and sustained from the start.
How to write a thank-you letter after a job offer
We assured you this letter would not be hard to write or time-consuming. As one of the shortest and simplest documents in your job search repertoire, it should include these parts in order:
- Say thank you.
- Accept or decline the job offer.
- Ask about or confirm details and next steps.
- Provide contact information and thanks again.
Now we'll take a closer look at what to say each step of the way.
1. First things first: thank you
Get straight to the point with the reason you’re writing: thanks for this job offer. Especially if it’s a larger-sized hiring organization, be sure to thank the employer by name (possibly the department or division too) and specify the position title.
Briefly provide context when showing appreciation for the consideration you were given as a job candidate. If anyone other than the letter recipient was involved at an earlier stage—perhaps reviewing your application, participating in an interview or following up afterwards—mention those individuals by name.
2. Getting to yes or no: accept or decline the offer
Next comes the statement where you respond directly to the job offer itself, by accepting or declining. In the first instance, it’s absolutely fine to sound enthusiastic! But be sure to sound natural too, with no need for flowery or gushy sentiments.
Turning down a job offer takes a bit more finesse. Strive to come across as polite, respectful and professional, with a sincerely personal undertone. Direct is better than distant, but don’t be too blunt. Nor do you want to sound cold, detached, evasive or artificially formal.
You may want to briefly state your reason for not accepting the position, but there is no need to elaborate. Do indicate a desire to keep in touch with the employer with a view to future opportunities.
3. More to come: ask to clarify or confirm details and next steps
Your acceptance of the job offer may precede questions or statements confirming your understanding of what’s been agreed so far. Keep it short, however, as a springboard for further discussion to clarify and finalize job and hiring details. Perhaps simply indicate your availability for a meeting or phone call to deal with these issues.
4. Here I am … thanks again
Conclude your letter by making it easy for the employer to get back to you. Provide your contact information in the closing paragraph, followed by final words of thanks for the opportunity.
Proofread and perfect
Our most consistently emphasized writing advice is no less important in a job offer thank-you letter, however short and sweet. Before being ready to send, make sure it’s proofread thoroughly and revised accordingly.
This is no place for unprofessional slips when it comes to spelling and grammar; clean and consistent formatting; clarity and conciseness; and courteous tone. Above all, double-check the recipient’s name and correct spelling.
Key takeaways for job offer thank-you letters
Sending a thank-you letter after receiving a job offer is always the right thing to do, and right away is the right time. No need to keep the hiring manager waiting. If you are still thinking about the role, let them know your timescale.
Besides expressing appreciation to the employer, it’s the ideal place to formally accept or decline the job offer. Your letter of thanks and acceptance can include questions about the position or a request to discuss and finalize further details. If you are declining the position, conveying gratitude is still appropriate, along with your desire to stay in touch.
Writing a job offer thank-you letter is a simple, straightforward task, involving just a few clearcut steps. Using the adaptable templates and examples provided makes it even easier.
