Job Offer Thank-You Email and Letter Samples

When you receive a job offer, it's appropriate to send a thank-you email or letter. Even if you’ve already accepted the job offer verbally, sending a note allows you to confirm the new position formally. It’s also a good way to start your professional relationship on the right foot. 

Even if you decline a job offer, it’s always wise to send a follow-up with your thanks for the opportunity. It gives you a chance to be gracious and leaves open the possibility of a future relationship with the company.

Why Send a Job Offer Thank-You Letter?

The main purpose of the letter is to express gratitude for the offer. It allows you to state your intention to accept or decline the offer in writing and also allows you to clarify the terms of your agreement.

If you don’t plan on accepting the job, use the letter to very politely decline the role. After all, you might want to apply for another job at the company in the future, so it’s a smart idea to maintain a good relationship with the employer.

What to Include in Your Thank-You Email

The content of your letter will differ slightly depending on whether you choose to accept or decline the offer. In either circumstance, the most important thing to include in your letter is your appreciation for the offer.

If you accept the job, you may also want to include:

• The terms of the offer. While this letter isn’t a legal document, it can be helpful for both you and the employer to clarify the terms. Include your start date, the job title, and any other relevant terms. 
• Your contact information. Including your phone number, email address, etc., ensures the employer can get in touch with you if they have any last-minute information about start times or documents to bring with you. 
• Any questions about specifics. For example, you may need clarification on salary, benefits, or the official start date.

This is not the place to negotiate a counteroffer. If you want to negotiate, you'll still want to say “thank you” for the offer, and you can also use space in the email or letter to give a timeline for when you'll be in touch with your decision. If you are not accepting the job, you can express your desire to stay in touch, leaving open the possibility of future association.

How to Send Your Thank-You Note

You can send the thank-you letter as an email or a hard copy through the mail. 

If you send your letter as an email:

• Paste the letter into the body of the email or send it as an attachment. 
• Choose an appropriate subject line. Put your name and the words “thank you” in the subject line of the message: “First Name Last Name – Thank You.”
• Include your contact details in your signature.

If you send your letter through the mail: 

• Write your letter in business letter format. 
• Use an appropriate salutation, e.g., “Dear Mr. Jones.”
• Choose a professional close, e.g., “Best regards.” 

Regardless of how you send it, be sure to thoroughly proofread your message so you appear professional and polished. Edit it carefully for spelling, grammatical, and formatting errors. Double-check the spelling of the name of the person who offered you the job as well.

Job Offer Thank-You Email and Letter Samples

Download the job offer thank you letter template (compatible with Google Docs and Word Online), or see below for more examples.

Frequently Asked Questions (FAQs)