How to Write a Job Offer Thank-You Letter (With Tips)
Updated 20 March 2023
Candidates may send a thank-you letter to an employer after receiving a job offer. This letter allows them to demonstrate professionalism and make an excellent first impression on their new employer. If you recently received a job offer, learning how to write a thank-you letter may be useful for you. In this article, we explain how to write an effective job offer thank-you letter, share helpful tips and provide examples of letters that you can reference.
What is a job offer thank-you letter?
A job offer thank-you letter is a document that allows candidates to express their gratitude for securing a position. Regardless of if you decide to accept the offer or not, it's appropriate to write a letter to thank the hiring manager for the job opportunity. If you decline the position, you can still use the letter to show appreciation for the offer.
Why you might write a thank-you letter for a job offer
Here are some reasons why you might write a thank-you letter for a job offer:
Confirm that you accept or decline the offer
The key purpose of a thank-you letter is to state whether you accept or decline the role. If accepting the role, you can use the letter to state your eagerness to start the position. You may also use it to decline the letter politely while showing your appreciation for the offer.
Make a positive first impression
After receiving a job offer, you can use a thank-you letter as the first formal interaction you have as an employee of the company. By expressing your gratitude and appreciation, you can showcase your excitement and positive attitude. By doing so, you may make a positive first impression with the hiring team.
Maintain a professional relationship
If you decide to decline the job offer, you may use a thank-you letter to foster a good relationship with the company. This may be helpful if you want to apply for a position at the company in the future. While reviewing your application, the recruiting team may remember your gratitude and professionalism from that earlier decision to decline and may be willing to consider your candidacy.
How to write a thank-you letter after receiving a job offer
Here are the steps you can take to write a thank-you letter after receiving a job offer:
1. Create a header
In the header of your document, include your full name, phone number and professional email address. Then, provide the date on which you wrote the letter. To complete your header, include the name and address of the company at which you're applying.
2. Address the recipient
Begin the letter by addressing the recipient professionally. The recipient is the individual that sent you the offer letter. Typically, a company's hiring manager or general manager sends offer letters to candidates. Try to address the recipient by their last name. If you're unsure of their name, you may address them as, 'Dear Hiring Manager' or 'Dear Manager'.
3. Include a thank-you statement
After addressing the letter's recipient, include a thank-you statement that expresses your gratitude for the job offer. Include the job title in this statement. You may also include that you enjoyed meeting members of management or the recruiting team during the interview process. Here are some examples of thank-you statements that you might include in your letter:
Thank you very much for offering me the position of sales representative.
I am writing to express my gratitude for the job offer as a college professor.
Thank you for offering me the assistant management role.
4. State your intent
Next, state your intent of accepting or declining the offer. You can state your intention in a brief statement without providing in-depth details of your reason for accepting or declining it. When accepting the offer, you can share that you're excited about the opportunity to join their team. To decline the offer, you can provide a short apology and share that you're grateful for their consideration of your candidacy.
5. Include relevant details
In the job offer, they may ask you questions regarding your availability. Be sure to review the job offer so that you can include any relevant details and answer important questions. You may also ask any questions about the offer such as the position's start date or time.
6. Close the letter
To end the letter, thank the recipient again for the job offer. You can encourage them to contact you with any questions regarding your intent to accept or decline the position. Include a professional closing and your full name. Here are some examples of how to sign-off:
Tips for writing a thank-you letter for a job offer
Here are some tips to help you write a professional thank-you letter for a job offer:
Decide on the correct format to send the email
You can choose to send the thank-you letter through direct mail or email. Consider sending the letter in the same format in which you received the job offer from the hiring manager. For example, if you received the job offer in email format, then you can send the thank-you letter using email. If you decide to use email to send the letter, include a relevant subject line that includes your full name and a brief description of the letter's content. Here are some examples of subject lines for a thank-you letter:
Jeffrey Keefer, thank you-letter for administrative position
Thank-you letter for sales job offer, Matthew Hill
Lindsey Johnson, thank you for the librarian job offer
Once you finish your thank-you letter, proofread it to find any errors. Doing so may help you ensure you submit an error-free letter that maintains a professional tone. Consider using spell-checking software to find any spelling or grammar issues. You can also have a trusted friend read your letter to check for errors and ensure that it's easy to understand.
Keep it brief
Since hiring managers may review several applications and letters, try to keep your thank-you letter brief. Typically, these letters can include two to four paragraphs of content. If you notice your letter is longer than one full page, consider revising it to find sentences or phrases that you can remove without impacting content readability.
Job offer thank-you letter template
Here's a template for a thank-you letter you can use after receiving a job offer:
[Professional email address]
Subject line: [Brief description of the letter's content]
Dear [Hiring manager's name],
I am writing to thank you for offering me the position of [job title]. I enjoyed meeting you and your team during the interview process. [A sentence about your intent to accept or decline the offer]. I am very grateful for this opportunity.
[Information about questions or details from the job offer]. [Questions regarding the offer]. Thank you again for the job offer. Please let me know if you have any questions.
Job offer thank-you letter examples
Here are two examples of thank-you letters when accepting and declining a job offer:
20 March 2022
White Hall Lane Insurance
Subject line: Thank you for the job offer – Bailey Simpson
Dear Mrs. Johnston,
I am writing to thank you for offering me the position of customer service representative. I enjoyed meeting you and your team during the interview process. I am happy to accept the offer and excited to join the White Hall Insurance team. I am very grateful for this opportunity.
I am available on weekdays and evenings to discuss the next steps for starting the position. Please let me know of any enrolment paperwork that I can complete before my first day. Thank you again for the job offer. Please let me know if you have any questions.
20 March 2022
West Company Day Care Centre
Subject line: Kenneth Turi: Thank-you letter for day care job offer
Dear Mr. Lucas,
I am writing to thank you for offering me the position of day care teacher. I enjoyed meeting you and your team during the interview process. While I am very appreciative of the offer, I am going to decline it at this time. I am grateful for your consideration.
I greatly enjoyed learning about your wonderful company. Thank you again for the job offer. Please let me know if you have any questions.
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