Thank You Letter for Job Offer: How to Write (Examples)

You go for an interview and are offered a position immediately or after a few days. A job offer 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. A thank you letter for a job offer facilitates communication and demonstrates professionalism.

This article will describe the benefits and steps for writing an effective thank you letter to the employer for their job offer. It will also provide samples and templates to guide you in writing your thank you letter.

What is Job Offer 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 job offer. It is usually accompanied by a formal acceptance or rejection of the job offer. It can be delivered in person or via email. 

Sending a thank you letter even when you intend to decline the job 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.

A thank you 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 Job Offer Thank You Letter  

One of the many reasons for sending the job offer thank you 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 job offer.

For example:

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 the job offer yet maintaining a professional relationship.

Another reason for sending a job offer 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.

For example: (you can say)

“I am humbled to be on your team. I dream of being a part of the ground-breaking work you do in the company. Again, thank you for the opportunity, and I will do my best.”

In most cases, a hiring manager decides whom to hire, and HR is in charge of sending the job offer letter to the candidates. Alternatively, the hiring manager may call the candidate to inform them of the job offer. 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 a job offer thank you 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 gratefulness 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 company 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 the job, 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.

For 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 job offer, but I have to decline it. I hope we would be able to work together in the future. I apologize for any inconveniences.”

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 any confusion. In addition, you may suggest a meeting or phone call to discuss some specifics relating to the job. As a result, you can confirm details related to payment, benefits, and other aspects you may have in your mind.

For example:

I am excited to resume on October 5th, 2022. I understand that my starting salary will be $70,000, with one week of paid vacation yearly.

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 for the job offer may be an avenue to clarify some aspects of the contract. The primary purpose of sending the letter or email is to appreciate the employer for the job offer. 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 example, you should not include anything related to overtime, the flexibility of job function, or anything else you need to discuss with HR or the employer in person. 

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 for a job offer.

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2 Ways to Send Job Offer Thank You Letter

There are two ways to send a thank you letter for a job offer.

These are:

Email 

After you have written your thank you letter for the job offer, 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. 

Mail

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. 

Acceptance Email Template

Job Offer Thank You Letters Sample 1

Job Offer Thank You Letters Sample 2

Job Offer Thank You Letters Word 01

Job Offer Thank You Letters Word 02

Job Offer Thank You Letters Word 03

Sample Acceptance Email

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 job 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 for a job offer.