6 Job Offer Thank You Letter Templates – Writing Guide

You will likely get job offers and opportunities from various companies if you have the right qualifications. Getting hired is the final step after going through the stressful application and recruitment processes. If you have been successful and received an employment offer, the professional thing to do is to write an official letter to your new employer to thank them for the opportunity.

The purpose of this correspondence is to express gratitude for the job offer and inform them of your decision regarding the offer. It creates a good impression and helps you build a good professional relationship. Ensure you write a brief, clear letter that will effectively express your gratitude and convey your decision.

In this article, you will learn more about the following:

• What a job offer thank you letter is
• Its importance
• How can the letter be prepared
• How to send the letter

Given below are job offer thank you letter templates:

What is a Job Offer Thank You Letter?

A note is often sent to potential employers to express gratitude and appreciation for the opportunity to work for their organization. The letter is usually addressed to the person who offered you the job. This can be the head of human resources, the hiring manager, or the company owner.  You can also mention if you accept or reject the offered position formally. Moreover, you can also request information about the offer and finalize the hiring process. The letter can be sent by mail or email. 

How is a Job Offer Letter Useful?

Sending a letter to thank an employer for a job offer allows you to show your appreciation for the opportunity and for taking the time to interview you for the position professionally. It is not only courteous to send such a letter but also helps you in the advancement of your career as it demonstrates professionalism.

Below are some of the benefits of sending a thank you note:

Helps to show acceptance

When offered the opportunity to work for a company, it is necessary to send an appreciation letter. It shows that you are interested in the position and have accepted the offer. You must send a letter regardless of whether you expressed your gratitude verbally or not. Additionally, the letter allows you to request additional information and ask any questions related to the offer. This is an efficient way to create a communication channel with the employer before you officially start working for the company.

Allows to decline the offer graciously

You can send a letter to thank them for the offer and politely reject the job offer. Additionally, this is an effective way of creating a good professional impression. Therefore, the company might contact you if a better opportunity arises.

When declining the opportunity, sending a thank-you letter for a job offer is not only courteous but also helps you to maintain a good connection with the company. It can be helpful if, for any reason, you decide to reconsider the offer. Then,  you might contact them to tell them about your availability. Therefore, be careful that the letter does not make the employer feel disrespected and is written in a positive tone.

Since it is essential to show appreciation after receiving a job offer, you need to know how to write a proper letter. The details you include in your letter need to be precise and accurate. You do not want to create a misunderstanding or a wrong impression that might cause you to lose your job opportunity.

Here is a step-by-step guide to writing a proper letter:

Step 1: Include a header

Provide contact details such as your name, email address, phone number, and social media accounts in the header. This way, your employer can easily identify you. Make sure that your contact details are the same as those mentioned in your previous correspondence with the company. Ensure that you include the recipient’s details as well. Also, include the date after you have written your details.

For example:

[Your name]
[Your full address]
[Your phone number]
[Your email address]
[Date]
[Recipient’s name]
[Recipient’s title]
[Company’s name]
[Company’s address]

Step 2: Write a short and clear subject line

Write a short and clear subject line. This is important, especially if you plan on sending an email to communicate with the company. The subject line in an email should include your first and last name and a few simple words that describe why you are sending this email.

In the case of a letter, your subject line should be written in capital letters or in italics to be noticeable. The letter’s subject line must mention the purpose of the letter. 

For example:

Subject: Thank You for the Job Offer

Step 3: Greet the recipient

The next part includes a personalized salutation for the recipient of the letter. It is advisable to include their name instead of a generic greeting. This shows that you have put effort into writing the letter. You can use the standard greetings expected for business letters or a less formal one based on your previous correspondence with the company.

For example:

Use Dear Mr. [first name or full name of the hiring manager] or Hello [Company Name]/ [HR Department].

Note: In case you do not know the name of the recruiter or hiring manager, you should address the letter to the person who has sent you the employment offer. 

Step 4: Include a thank you statement

The first paragraph should establish why you are writing the letter, which means that you should start by highlighting your gratitude and appreciation for the opportunity. This section should be about 1 to 2 sentences long.

You should mention the job title or position offered in the letter of appreciation along with the name of the company. Thank the hiring manager or supervisor for their time and consideration and for giving you the job opportunity.

Step 5: Declare your decision 

Once you have thanked the recipient, you must declare your decision regarding the offer. The hiring manager needs to know your decision regarding the job to proceed with the hiring process.

Following are possibilities regarding your decision:

• Acceptance: If you have decided to accept the offer, ensure that you mention it. To confirm your decision, state clearly that you accept the terms and conditions of employment, such as the job position, employee benefits, salary, and even your starting date.
• Under consideration: If you are not certain about accepting the position, inform the hiring manager why you cannot make your decision yet. You must mention that you need more time to reach the final decision. To avoid being excluded from the hiring process, you must include the exact date when you will inform the recruiter of your final decision.
• Negotiating: Sometimes, you might want to negotiate the offer. Make it clear that you are willing to engage in negotiations in detail. However, make sure to emphasize first how appreciative you are of the offer, then mention the employment terms and conditions you would like to discuss. You must also include the reasons for the negotiations and how the changes to the job offer will benefit you and the company.
• Declining the offer: Finally, you can also choose to reject the offer. Ensure that you still appreciate them for their time and consideration before stating your decision. To secure future relationships with the relevant company, make sure you politely reject the offer.

Step 6: Ask questions or confirm details

After you have stated your decision, you can ask questions regarding the position or confirm specific details such as the salary, working hours, or benefits. This section is essential, especially if you are unsure whether to accept the offer. Getting clear answers to your questions will help you make the right decision.

Apart from that, you can also ask questions if there is something unclear in the offer letter. You can either include these questions in your letter or email or request a meeting or phone call with your supervisor. 

Step 7: Write a call-to-action statement  

For this section, ensure that you write a call-to-action statement. You can request that your employer call or email you using the contact details provided in the header with the next steps or answers to your questions. Also, you can inform them that you are available for a meeting. Finally, end your letter with another brief thank you message.

Step 8: Signoff with a polite closing

This is a professional document and must have a proper sign-off. Use polite and appropriate closing words such as “best regards,” “warm regards,” “kind regards,” or “sincerely.” Make sure that you maintain professionalism in this section and avoid signing off with such phrases: ‘Yours truly, Lots of love, Warm hugs, or Thanks bye.’

How to Send a Thank You Letter?

You can choose two ways to send your letter: by email or by mail. There are a few factors to think about for each method, depending on your choice:

By email

If you send your letter by email, start by writing it and copying and pasting it into the email text box. You can also add it to your email as an attachment. Ensure that it is professional and has a proper subject line. Also, ensure you use the correct email address to avoid sending it to the wrong person. Always include your contact information in your email signature.

By mail

If you send the letter by mail, ensure that you write an official letter that observes the business format and is printed on the appropriate paper size. Be sure that the envelope is properly addressed. 

Do’s for Writing a Thank You Letter for a Job Offer

When writing a letter of thanks, it is important to maintain professionalism. This will have a significant impact on how the employer will perceive you. That is why it is necessary to observe the following tips when writing one:

Be concise and clear

Be mindful that the recruiter might be busy and not have much time to review a long letter. Therefore, it is essential to keep the letter short and precise. Avoid adding irrelevant details and write with clarity. 

Be professional and polite

It is crucial to maintain professionalism and politeness in your correspondence. Extend a proper greeting to the recipient, use formal language, express yourself professionally, and sign off with your official signature.

Tailor your letter for different positions

If you receive more than one offer from different companies, you can tailor your appreciation notes according to the positions these companies offer. Therefore, you can use templates to create different letters for different offers. These letters should contain each company’s correct name and the hiring officer’s name.

Proofread

After you have finished writing, it is crucial to review the letter. Check that the content is appropriate. This process should be thorough to ensure that the letter is professional. When proofreading, ensure to check the following:

• Tone: Letters of appreciation are formal communications; therefore, the letter’s tone should be professional. 
• Spelling errors: It is crucial to ensure that the letter has no spelling errors. An error-free document gives the impression that you are competent and detail-oriented.
• Grammatical errors: Proofreading is an effective way of identifying any grammatical errors in your sentences. You can use online programs to help you identify and correct any errors before sending the letter.
• Formatting: Maintain a consistent format from the beginning to the end. The format you choose should complement the information you are sharing as well as the organization to which you are sending the letter.