When you receive a job offer, it's appropriate to send a thank-you letter. Even if you’ve already accepted the job offer verbally, sending a letter allows you to formally confirm the new position.
Following up with a letter is a good idea even when you’ve declined the offer, as it gives you a chance to be gracious and leave the possibility open for a future relationship with the company.
Why Send a Job Offer Thank-You Letter?
The main purpose of the letter is to express gratitude for the offer. It allows you to state your intentions to accept or decline the offer in writing and also gives you the opportunity to clarify the terms of your agreement.
If you’re accepting the position, think of the job offer thank-you letter as your first interaction with the company as an employee, and aim to make a good impression.
If you don’t plan on accepting the job, use the letter to very politely decline the position. After all, you might want to apply to another job at the company in the future, so it’s a smart idea to maintain a good relationship with the employer.
Information You Should Include in Your Letter
The content of your letter will differ slightly depending on whether you choose to accept or decline the offer. In either circumstance, the most important thing to include in your letter is your appreciation for the offer.
You may want to reiterate the terms of the offer when accepting the position – while this letter isn’t a legal document, it can be helpful for both you and the employer to clarify the terms.
In addition, you can confirm contact information. You can also use the letter to bring up any questions you might have about the specifics of the job offer. For example, you might include a question about the salary, benefits, or the official start date.
If you’re not taking the job, you don’t have to provide specific details about your reasons.
This is not really the place to negotiate a counter offer. You'll want to say “thank you” for the offer, and you can also use the space to express your desire to keep in touch, leaving an opening for future association.
Job Offer Thank You Letter and Email Samples
Download the job offer thank you letter template (compatible with Google Docs and Word Online) or see below for more examples.
Sample Job Offer Thank You Letter #1: Letter Format
123 Main Street
Anytown, CA 12345
August 1, 2020
Suburb Elementary School
123 Business Rd.
Business City, NY 54321
Dear Mr. Lee:
Thank you so much for hiring me for the teaching assistant position. I appreciate the time you took to interview me, and I am very glad to become a part of the staff at Suburb Elementary School.
I am ready to meet the students September X, and can’t wait to begin planning sessions with Jane Smith on August XX to help get her classroom and curriculum set for the new year.
Please let me know if these dates are still correct or if anything changes.
I look forward to starting my position and, once again, I'd like to thank you for this great opportunity.
Rachel Applicant (signature hard copy letter)
Sample Job Offer Letter Thank You #2: Email Format
Subject: Thank You - Your Name
Thank you for hiring me for the retail sales position. I’m thrilled to be joining the sales team of the premier jewelry store in the city. I’m looking forward to meeting the rest of the staff and to beginning training for the position on Monday, September 10.
Please let me know if there’s anything special I need to bring to my first day of work. I look forward to starting. Thank you so much for the opportunity.
Sample Job Offer Thank You Letter #3: Email Format
Subject: First Name Last Name – Thank You
Dear Mr./Ms. Last Name:
Thank you so much for offering me the job as an administrative assistant. It was a pleasure meeting you and your staff at my last interview. I am sorry to let you know that I will not be accepting the position at XYZ Company at this time.
While the opportunity at XYZ is very exciting, I must make a different choice at this time. I look forward to keeping in touch with you and hope that we will associate in the future.
Once again, thank you so much for this opportunity.
Your Typed Name
Proof and Edit the Letter Before Sending
Be sure to thoroughly proofread your letter, so you appear professional and polished. Edit it carefully for spelling, grammatical, and formatting errors before you send it.
Double-check the spelling of the name of the person who offered you the job as well.
How to Send Your Letter
You can send the letter as an email or send a hard copy as an attachment or by mail. Either way, make sure to be polite and use business letter format, including an appropriate salutation and complimentary close.
If you send an email, put your name and the words “thank you” in the subject line of the message: “First Name Last Name – Thank You.”