Congratulations — you’ve got the job! After going through the application and interview process, the hiring manager has chosen you for this exciting new role. You did it. Well done. Take a quick moment to pat yourself on the back before you do anything else. Now that you’ve landed the position, it’s time to send a thank-you email for the job offer.
We live in a technological world and much of the hiring process takes place online. So, it should come as no surprise that these emails are commonplace. Not sure where to start? Here at Resume.io, we’ve got you covered. In this guide, we will break down the following:
- What a thank-you email is and why it matters
- The key elements you should include in your email
- Examples of well-written thank-you emails for inspiration.
What is a job offer thank-you email?
Before we take a look at how to write a thank-you email for a job offer, let’s talk about why it’s important. This message is your way of formally accepting (or, indeed, declining!) the role. Chances are, an employer will call you to offer you the position in the first instance. You may say “yes” at that point or ask them to give you some time to consider it.
Either way, sending a short and concise thank-you email means that both you and the employer have a paper trail of the exchange. You can confirm any details that have been verbally discussed and agree on a starting date, both of which you can refer back to.
Elements that your thank-you email should include
Crafting the perfect thank-you email for a job offer is a lot like baking a cake. You need the right ingredients — in the correct order — to make sure that you get it just right. So, without further ado, here’s your ingredients list of things your email should include:
Clear subject line
Since you’re emailing the employer directly, the first thing they will see is the subject line. You don’t need to be fancy here — keep things simple. You should lead with the job title if you want to add something extra, the fact that you have accepted it.
Company address
Next up, you may want to include the employer's (or hiring manager’s) name and the company address. You should left-align this information so that it sits at the top of the page as it would in a letter format. If you are unsure of the main address, you can leave it out.
Greeting
When greeting the employer, you need to use a formal style. The last thing you want is to go right in there with a “howdy” or a “hi.” Sure, you might have already bagged the job, but that doesn’t mean that you can switch to informal language. Be professional and go with their title and last name. Don’t fall into the trap of assuming you’re on first-name terms.
Statement of gratitude
Don’t forget your manners! When someone offers you a job, you need to thank them for the opportunity. That’s true whether you decide to take up the offer or not. There are many different ways you may choose to say a simple “thank you.” You may want to go down the obvious route or shake things up with “I’d like to express my gratitude and appreciation.”
Finer details
When you’ve covered the polite openers, you need to get down to the meat of it. Take this chance to repeat any of the finer details to the employer. For example, you may want to note your potential start date within the thank you email for a job offer. It doesn’t end there. You could also confirm the onboarding process with your employer. Be specific here.
Call to action
Before you sign off, you want to let the employer know that you are available for anything they need. Slip in a neat call to action about getting in touch with you. For instance, you might want to say “If you have any questions for me, please reach out” or “Let me know if you need me to send anything else over or clarify anything.” It’s important to show the employer that you are ready to cooperate with them and make the process super smooth.
Sign-off
Once you’ve ticked all of the above boxes, the final thing you need to do is sign-off. Once again, you want to use a formal approach here. That means going for a classic “Sincerely” or even “Kind regards.” Yes, it may be tempting to opt for a quick “Thanks.” However, it is likely that the employer will find this option too informal. Play it safe and be professional.
Job offer thank-you email examples
Looking for some writing inspiration? If you need to get those creative juices flowing, we’ve got you covered. As a golden rule, you should make sure your thank-you email for a job offer includes the above elements. However, there are different approaches you can take. Take a look at the following examples for some ideas about how you can get it right.
Example #1
First up, let’s take a look at a simple thank-you email for a job offer. As you will see, you just have to include the elements that we have highlighted above to get it right. If you’re struggling to put pen to paper (figuratively speaking, of course!), here’s an example:
Subject: Graphic Designer Job — Acceptance
Derek Simms
Media Monkey Inc.
New York, NY 10457
Dear Mr. Simms,
I am writing to accept the graphic designer job offer at Media Monkey. I would like to thank you for this opportunity and am looking forward to getting started with your team.
As previously stated, I will be starting with the company on March 3rd at the New York office. I will be in touch with Angela Smith in the week prior to this to finalize the onboarding package as you have requested.
Once again, I want to express my excitement at being given this opportunity. Should you need anything from me ahead of my start date, please do reach out.
Sincerely,
Rachel Donald
Example #2
Building on the above example, there’s a chance to flesh out your email a little. If you met your new manager as part of the interview process, you can say that it was a pleasure to do so. This extra could help your professional relationship get off to the right start:
Subject: Accepted: Nursing Assistant Role
Dr. Michelle Simons
Colorado Teaching Hospital
Aurora, CO 80045
Dear Dr. Simons,
Thank you for offering me the position of nursing assistant at Colorado Teaching Hospital. I am writing to formally accept this job role starting on December 6th.
It was a pleasure meeting you and your team during the interview process. I am thoroughly looking forward to joining the fast-paced environment.
As such, I have completed the onboarding documents (see attached). Let me know if you require any further details from me ahead of my start date.
Kind regards,
Micheal Dyson
Example #3
But wait, what should you do if you don’t want to take the role? The answer is that you should still send a thank-you email for the job offer. Not only is this a polite thing to do but it may help you out in the future. If your professional path crosses with this employer in the years to come, you will have left things on good terms. Here’s a quick example email:
Subject: Dance Tutor Position
Milly Peters
Hive Dance Studio
Birmingham, AL 35209
Dear Miss Peters,
Thank you for the dance tutor job offer at Hive Dance Studio in Birmingham.
While I appreciate the opportunity and it was a pleasure to meet you at the interview, I am sorry to let you know that I am writing to decline the offer.
I would like to thank you for the opportunity but have decided to go down a different route on this occasion. I am certain you will find the right professional for this exciting role and look forward to keeping in touch professionally in the future.
Thank you for both your time and consideration.
Kind regards,
Chloe Gibson
The takeaway
- Whether you’re accepting or rejecting a job offer, you need to write a professional email and let the potential employer know your decision.
- Be sure to include the core elements — your decision, the specifics of it, and when you will start the new position (if you have accepted it).
- This is a chance to show some appreciation! Don’t be afraid to say thank you and express your enthusiasm for the opportunity.
- Don’t forget to proofread your thank-you email before you press that “send” button!
