You go for an interview and are offered a position immediately or after a few days. A thank you letter is a response to your potential employer. This letter has two main purposes- to show appreciation and declare your intentions towards the offer. It facilitates communication and demonstrates professionalism.
This article will describe the benefits and steps for writing an effective thank you letter to the employer. It will also provide samples and templates to guide you in writing your thank you letter.
What is a Thank-You Letter?
A job offer thank you letter expresses gratitude to an employer for offering you a position in their organization.
It is a formal and professional way of showing appreciation for the offer. It is usually accompanied by a formal acceptance or rejection of the offer. It can be delivered in person or via email.
Sending a thank you letter even when you intend to decline it is a way of being professional. In addition, it fosters good relationships for the future. It is also recommended to send a thank you letter, even if you have verbally accepted the job.
This letter is written to the person who hired you. It should convey your excitement about joining the department and transitioning into the new role. Alternatively, you can send a thank you email, but it should also follow a formal format.
Why You Should Write It
One of the many reasons for sending this letter is that it helps build a positive relationship with the employer. In addition, this letter is a way of stating your intentions regarding the offer.
EXAMPLE 1
Suppose you decide to reject the job. The thank you letter can express your regret and enthusiasm about working with the organization in the future. It is a polite way of declining yet maintaining a professional relationship.
Another reason for sending a thank you letter is to show appreciation. If you are willing to accept the offer, a thank you letter is the first of many interactions as an employee, which shows you are respectful and professional.
EXAMPLE 2
“I am humbled to be on your team. I dream of being a part of the ground-breaking work you do for the company. Again, thank you for the opportunity, and I will do my best.”
5 Key Steps for Writing the Letter
In most cases, a hiring manager decides whom to hire, and HR is in charge of sending the offer letter to the candidates. Alternatively, the hiring manager may call the candidate to inform them. Before signing any job contract, read it carefully to understand your position, salary, and benefits. Then, you can call the hiring manager if you need clarification on some issues.
There are some important steps to follow when writing the letter. These include the following:
Step 1: Start by saying thank you
The first part of your letter must contain the appreciation message. Remember, saying thank you is the aim of the letter. Convey gratitude to the stakeholders (mention the names) for the position (indicate the role) offered to you. In addition, appreciate the hiring team for their kindness during the hiring process.
EXAMPLE
“Thank you for your offer to join XYZ as the financial advisor. I am very excited to receive your offer. I look forward to sharing my skills to make the department better.”
Step 2: Accept or decline the offer
The next part of the letter must clearly indicate if you are accepting or declining the offer. Suppose you intend to decline the offer. Do so politely and professionally. In a few lines, mention the reasons for not accepting the job.
Also, mention that you would be happy to keep in touch with the company. Furthermore, if you accept it, ensure the letter serves as a good first impression. However, you are not required to go into specifics when you need to reject the job.
EXAMPLE
“I am happy to accept the job offer, and I hope we can work together to take the organization to a greater height.”
OR
“I am humbled by the offer, but I have to decline it. I hope we will be able to work together in the future. I apologize for any inconvenience.”
Step 3: Ask questions or confirm details
A thank you letter may be an avenue to ask questions or confirm details about your new role. This step is important because it helps both parties clear up any confusion. In addition, you may suggest a meeting or phone call to discuss some specifics. As a result, you can confirm details related to payment, benefits, and other aspects you may have in mind.
EXAMPLE
I am excited to resume on October 5, 2022. I understand that my starting salary will be $70,000, with one week of paid vacation a year.
Step 4: Provide your contact information
Your contact information (email address, phone number) is a significant aspect of a thank you letter. This shows you are willing to be contacted by your employer. Your employer may need to give you some information regarding the work policy. Therefore, including your contact information opens the door for professional communication.
Step 5: Proofread and revise your letter
After writing the thank you letter, edit and proofread it. Revising and proofreading your letter helps it appear more professional. You can use software to identify and correct any spelling and grammatical errors.
Use short and simple sentences- it is a formal letter, so it should be brief. The tone of the letter should be appreciative, respectful, and professional. In addition, follow consistent formatting.
note
A thank you letter may be an avenue to clarify some aspects of the contract. The primary purpose of sending the letter or email is to thank the employer. The secondary aim is to mention whether you accept or decline the offer. Therefore, any conversation that would be better to have in person should not be discussed in the letter. For instance, you should not include anything related to overtime, the flexibility of job functions, or anything else you need to discuss with HR or the employer in person.
Sample of Thank You Letter
Below is a sample that you can use as a guide for writing your own.
Traditional Format Thank You Letter
Dear Ms. Grant,
I am writing to express my sincere gratitude for offering me the position of Senior Software Engineer at InnovateTech Solutions. I am truly honored to have been selected for this opportunity. Your confidence in my abilities is greatly appreciated, and I am excited about the prospect of joining your esteemed team.
I am pleased to accept this job offer and look forward to contributing to the company’s success. I believe that my skills and experiences will be a valuable asset to your team. I am eager to start my journey with InnovateTech Solutions and make a positive impact.
Furthermore, I would like to confirm some details about the role, including the specifics of my remuneration package and the benefits associated with the position. I believe a meeting or phone call to discuss these aspects would be beneficial. Could you please inform me of a suitable time for this discussion?
Thank you once again for this incredible opportunity. Please feel free to contact me at any time. I am looking forward to working with you and the rest of the team at InnovateTech Solutions.
Sincerely,
Alexander Johnson
Email Format Thank You Letter
Subject: Thank You for the Job Offer – Laura Thompson
Dear Mr. David Peterson,
I hope this email finds you well. I am writing to express my heartfelt thanks for offering me the position of Marketing Manager at GreenLeaf Enterprises. It is an honor to be chosen for this role, and I am genuinely excited about the opportunity to join your team.
After careful consideration, I am delighted to accept the job offer. I am confident that my skills and experiences will enable me to make a meaningful contribution to the company. I look forward to starting my new role and am enthusiastic about the prospect of working with such a talented team.
I would also like to take this opportunity to ask a few questions regarding the position, specifically about the salary package, benefits, and any other pertinent details. Could we possibly arrange a call or meeting at your earliest convenience to discuss these matters?
Thank you once again for this wonderful opportunity. I am eager to begin my journey with GreenLeaf Enterprises and contribute to its continued success. Please feel free to reach out to me at laurathompson@email.com or (555) 987-6543 for any further discussions.
Warm regards,
Laura Thompson
Key Takeaways
Analyzing these two thank you letters, it’s evident that they serve as useful guides for candidates wishing to write similar letters in a professional context.
Here’s a consolidated analysis of their effectiveness:
- Both letters maintain a professional tone, expressing sincere gratitude for the job offer. This demonstrates respect and appreciation towards the employer, which is crucial in establishing a positive impression.
- Each letter clearly states the acceptance of the job offer. This is important as it directly addresses the primary purpose of the communication, leaving no ambiguity about the candidate’s intentions.
- Both candidates express their eagerness to start and their belief that they can contribute positively to the company. This not only shows enthusiasm but also reinforces their suitability for the role.
- Each candidate smartly uses the opportunity to seek further clarification on specifics like remuneration, benefits, and other details. This is a good practice as it shows their attention to detail and eagerness to fully understand the role and its conditions.
- Both letters end with an offer to be contacted for further discussion, providing contact details. This ensures that the line of communication remains open, which is essential in any professional relationship.
- The structure of the letters is clear and organized, making them easy to read and understand. They start with a thank you, move to acceptance, address specific queries, and conclude with a reaffirmation of gratitude and openness for communication.
- Each letter is personalized to the respective company and role, showing that the candidates are genuinely interested in the positions and have paid attention to the details of the offer.
Template for Thank You Letter
Crafting a thank you letter from scratch can be troublesome. Therefore, we offer free of cost and customized templates to aid you. Simply download a template, fill in the blanks, and you have a professional thank you letter.
2 Ways to Send the Thank You Letter
There are two ways to send it.
These are:
After you have written it, you can send it as an attachment via email. The subject must contain your name and the aim of the letter- Thank you / acceptance letter (First name, last name- thank you)
At the end of the letter, include your signature and contact details. In addition, ensure you use a professional email to send it.
Use a business letter format to write your thank you letter. Ensure to use the right salutations- such as Dear Mrs. Jones. In addition, close the message with a professional tone.
After composing the final draft of the thank you letter, you can forward a hard copy to your new employer.
Final Thoughts
A thank you letter can be written to accept or politely refuse a job offer. You may consider the letter a way to make an excellent first impression with your new employer. Alternatively, it can help maintain a cordial, professional relationship with a company when you reject their offer. Irrespective of the means of sending the letter, you must not forget to review and proofread it carefully. You can also access our free templates to construct an excellent thank you letter.
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