Accepting/Declining a Job Offer

Sample Job Acceptance and Decline Letters

Although accepting or declining a job offer may occur verbally, the most professional approach is to respond in writing.  Remember that your situation is unique, and strive to express your individuality through your writing.

Acceptance Letter

This type of letter is used to accept a job offer, positively reinforce the employer's decision to hire you, and confirm the terms of your employment.  These terms include salary, starting date, and necessary preparations.  Often this letter may follow a telephone conversation or a meeting where these terms are discussed.

Thank the individual(s) for the opportunity and state how pleased you are to accept the position. Mention again your interest in this type of work. Confirm any paperwork or preliminary steps the company/organization requires of you.

Declining a Job Offer

If a job does not fit your career objectives and interests, you may decide to reject the offer. Even when you decide not to take a particular job, it is wise to write a thank you letter and keep future lines of communication open.  This letter should demonstrate your thoughtfulness.  Indicate that you carefully considered their offer; employers will feel justified in having chosen you.  Mention how much you appreciate the opportunity to interview with the particular company and that you are thankful for the time they invested in you.  Never "burn bridges" - someday you may want to work for them.

Withdrawal Letter

To keep good ties with employers and maintain possibilities for future employment, a withdrawal letter should be sent when you are no longer considering an opportunity.  By informing employers that you are no longer available for a position, you save them the time of reviewing your application seriously, and you will most likely be remembered for your courtesy in the future.