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Thank you letter for offer of employment

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Thank you letter for offer of employment
May 25, 2019 Teacher Thanks No comments

Nothing would be more rewarding than to receive a job offer letter at the end of a long hiring process. This letter is an initial contract letter that measures your willingness to be of service for a position you have applied for.

A job offer thank you letter would serve as your response letter to the company who has offered you a particular job position. It is very unlikely for an applicant to decline an offer letter and most applicants just choose to select the best job offer thank you letter templates to create a positive impression for their soon-to-be employers.

Job Offer Acceptance

Job Offer Email Letter

No Job Offer Thank-You Letter

Example of Job Offer

How to Write a Letter of Appreciation for a Job Offer

Limiting this in an applicant’s point of view, it would always be of honor to send out an appreciation letter to prospective employers who have given an applicant a job offer.

Below is a quick guide on how to write appreciation letters for a job offer:

  • Business Letter Format – Always aim to be formal when sending out letters most especially to prospective employers. Observe proper letter format alignment the same with the letter format in offer letter templates. It is advised to used a block format for a neat, presentable, and professional letter of correspondence.
  • Correct Addressee – Recall either the person who has invited you for an interview or the person who has actually handed you the job offer. This might be their hiring manager and your appreciation letter must be correctly addressed to these people in the company.
  • Appreciation Content – After making sure you have addressed the letter to the right person with appropriate salutation, go straight to the appreciation content of your letter. Mention your appreciation for their time allotted for your interview, assessment, and other hiring procedures.

Employers would also appreciate a letter of thanks in response to their formal offer letter sent out for their prospective hires.

Sample Decline Job Offer Letter

Company Job Offer

Job Offer for Employee

Sample Offer Letter

Do’s and Don’ts in Writing a Job Offer Appreciation Letter

It has always been courteous for applicants to send out appreciation letters for a well-deserved job offer. While it is not required to do so, some applicants should heed a few reminders if they choose on sending a response to employment offer letters.

Take time to go through these do’s and don’t  when writing a job offer appreciation letter:

  • Do introduce yourself at the beginning of your letter. Remember that you’re not the only one who has applied for a job in a certain company. Most employers might no longer recall you if you do not introduce yourself in the letter. Your name and the position you have applied for are enough to make them recognize you.
  • Don’t exceed in pages. What more would you want to talk about besides words of thanks and appreciation. You may also include a few lines of appreciation towards their accommodation in the whole hiring process.
  • Do mention that date when you received the job offer. Perhaps you weren’t the only person granted a job offer and so you have to do your readers a favor and make mention of the date they have officially offered you the job.

In one way or another, there are always ways to show gratitude and appreciation even just by simply responding to simple offer letters for a certain job.

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Following a job offer, it is considered in good nature to write a thank-you letter to the people who hired you. These are addressed to hiring managers, human resources staff, interviewers, or to the specific member/s of the company who administered your application process. These Sample Letters show letters of gratitude written to these recipients.

In the world of employment, no matter what, it is always good to demonstrate a pleasant character and conduct. Everyone hears of everything, which is why it is important to be in good graces with the people you interact with. As a recent recruit, impress your new employers with your professionalism and intrapersonal skills by sending a thank-you letter for the job offer you just received.

Thank You Letter for Job Offer Example

Job Offer Rejection Thank You Letter

Thank You Letter to HR after Job Offer

Thank You Letter after Receiving a Job Offer

A good thank-you letter for the job offer sets a good mood for your entry into the company. It is an unspoken mode of conduct or formality that shows your graciousness and your gratitude.

Formating Thank-You Letters for Job Offers

While not an official document with legally binding terms and conditions, a thank-you letter for the job offer, or any letter to be exchanged in offices for that matter, should be formatted in a professional and formal manner. Be guided with these samples. Follow standard guidelines of addressing your recipient/s, and signing off with your name and contact details.

If the job offer has been sent out to you via post or e-mail, like these Sample Offer Letters, try to mimic the formatting used in this document.

What to Write in Thank-You Letters for Job Offers

Basically, your letter should express your gratitude for your employers’ invested time in your application process, and their extension of the job offer. More or less, it should touch on the following points:

  • gratitude for the opportunity, and
  • enthusiasm to take it on.

You want to thank the people who have decided to hire you for evaluating your application, for the time they invested during your interview/s, and for their overall consideration of you for the position. Express your excitement to begin working with your employers on the agreed date, and reinforce that the hiring team made the right decision of employing you into the company. See these 7+ samples for reference.

Sending Thank-You Letters for Job Offers

Job offers are typically done through the following:

  • a personal interview,
  • a phone call, or
  • a letter sent through post or e-mail.

If your job offer was sent to you by way of the last method, send your thank-you letter accordingly. But for the two others, then it is your call. Sending an e-mail though is preferred, as it is much faster, for as long as you still observe the professional formatting guidelines.

Acceptance of Thank You Letter for Job Offer

Formal Thank You Letter for Job Offer

Even before the introduction of the job offer, though, it is already considered good conduct to write a post-interview thank-you letter. Write one regardless of how you thought your interview went, favorable or not. It is a demonstration of your intrapersonal skills, and may just be plus points into the consideration of your application. It should be formatted in the manner of these Interview Thank You Email Samples.

Get a free downloadable thank you letter to employees template. Includes frequently asked questions about employee appreciation notes.

How to Write a Business Thank You Letter



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What is a business thank you letter?

A business thank you letter, whether hard copy or email, builds and maintains relationships in the professional world. It’s important to let colleagues, employers, vendors, networking contacts or other individuals know that you value their time. In any business arrangement, the initial meeting is only part of building a connection. Sending a business thank you letter is a great way to build rapport with your contact and communicate your intentions for the future. Here are some examples of when to send business thank you letters:

  • After someone helps with a job search
  • When someone provides a networking contact
  • When a customer makes a purchase
  • If a business awards you a contract
  • Stating general appreciation
  • To follow up on an interview

The benefits of writing business thank you letters

Thank you letters show potential employers, colleagues and other business contacts your dedication to the professional relationship. Other benefits of expressing your gratitude in this form include:

  • It demonstrates professionalism. Showing your contacts respect in your interactions will foster business relationships.

  • It is an act of courtesy. Basic etiquette calls for sending thank you letters to individuals you conduct business with. Even in situations where the recipient does not expect a note, the act of sending it will let your contact know that you care about your relationship.

  • It will make you memorable. Positive gestures toward others will help them remember you. This kind of act could be a deciding factor in whether you get a job or contract. If you send thanks to contacts, it may make them more likely to help you in the future.

  • It is another opportunity to promote yourself. After conveying your gratitude, you can further promote your goals and qualifications. Restating your qualifications will let your recipient know that you are a valuable contact and are ready to work with them.

  • It maintains communication. Sending a note of thanks can extend a conversation beyond the interview or meeting. Remaining in the contact’s mind could make you the first choice for a professional opportunity.

Related: Guide to Writing Thank You Notes

How to write a thank you letter for business

Aim to be prompt when sending a letter of thanks. A thank you note immediately following a job interview, for example, shows your desire to get the job. Sending a thank you letter after your company bids on a contract shows the organization that you want their business. No matter the occasion, a quick follow-up is best for sending thanks.

Once you have decided to send a thank you note, follow these steps:

1. Pick your method of contact.

A handwritten letter is more personal and shows dedication. However, a mailed letter can take up to several days to arrive at its recipient. Some occasions like job interviews may be time-sensitive, in which case an email is better.

2. Choose your recipients.

If you interviewed for a position with an HR manager, thank that person directly. If you meet with a team, thank each individual separately. Sending a unique thank you to each person shows that you value the relationship. It will also help ensure you receive a response from the appropriate person. For instance, if you interview with a group, having a unique response to each person will ensure the main decision maker receives your message.

3. Make it legible.

If you send a hard-copy note, write neatly. For typed letters, use a standard font like Arial or Times New Roman in 12-point size. Carefully proofread to avoid spelling and other grammatical errors. 

4. Use a professional tone.

Business thank you letters are forms of professional communication, so it is best to avoid colloquialisms or other informal figures of speech. Maintaining clear, direct language will show your communication skills and earn the respect of others.

Example“Hello Greg, I enjoyed our talk yesterday. I believe it will be helpful in our work on the construction project.”

5. Address the recipient appropriately.

Use Dear Mr., Mrs. or Ms. as needed, followed by their last name. You may also use their full name. If the recipient is an acquaintance, it is appropriate to use only her first name.

6. State the purpose of your writing.

Let the reader know immediately why you are writing. Professionals are usually busy, so it will help if they can get right to your point.

Example“I am sending this letter as thanks for organizing the client files last night.” Or “I want to convey my gratitude for introducing me to your equipment supplier.”

7. Refer to specific details from your meeting.

Referencing earlier conversation points lets the receiver know you actively participated in the meeting, and adds a personal touch. Choosing the points most relevant to your goals will help ensure the recipient responds to the issues that affect you most.

Example“I appreciate your insights into the company’s upcoming plans to renovate your offices. I believe my contracting firm is well equipped to handle the job.”

8. Highlight your qualifications.

A thank you letter can be more than a display of gratitude. It can also be an opportunity to talk about your desirability for a position or other interactions.

Example“I am grateful for the chance to interview with your company. With my dedication and attention to detail, I know I have the skills to succeed in copywriting.” _Or “I appreciate your first order from Langley Textiles. I am confident that my company can continue providing the products you require.”_

9. Restate your goals.

The thank you letter allows you to reiterate your desire for future contact. It is much easier for people to offer you assistance if they understand what you want or need.

Example“I very much hope to join your law firm as a conflicts analyst.” _Or “I hope to hire a roofer for the new office building next week.”_

10. Ask about the next steps.

Let your recipient know that you are ready to take the necessary measures for a continued relationship by asking a question regarding next steps. This question will also give you a timeline for what to expect later on. Knowing this information can help you plan if there are other measures you can take.

Example“When do you expect to hire a candidate for this position? Please let me know if there is anything else I can do to aid your decision.”

11. Conclude the letter.

Thank the recipient again for the interaction that led to you writing the letter. Follow this last item with a proper closing (ex: “sincerely” or “gratefully”) and your signature. If you’re sending an email, typing your name is appropriate. 

12. Send it.

If sending a hard copy, make sure to mail it promptly. You can also hand deliver the note to a front desk if possible. Emails are the quickest method, and promptness is key in business communications. A fast follow up is more likely to have a strong impact on the reader.

Business thank you letter examples

Use the following examples to guide you when writing business thank you letters.

Example 1: Thanking a new business contractor

Dear Ms. Paulson,

I would like to thank you for meeting with me yesterday regarding the new accounts. My firm is excited to provide you with our document review services. I am confident that our 30 years in the legal business make us an ideal vendor for your needs.

You noted yesterday that you need us to review a minimum of 1,000 documents per month. Our team of eight dedicated analysts will certainly provide you with the level of work you require. We pride ourselves on attention to detail, diligence and timeliness. These skills will ensure your satisfaction with our firm. Can you tell me if there is an opportunity for more work after this contract is completed?

Again, I am grateful for your time and that you have chosen us for your business. I look forward to developing this working relationship with you.

Sincerely,

Andre Torrance

Example 2: Thanking a colleague

Dear Madeline,

Thank you so much for your assistance in decorating the office for the holiday party. I know you stayed late to get everything in order, and I appreciate your dedication. The holiday party is an important opportunity for the whole team to socialize together. Having a great location and atmosphere is crucial to the experience and your help made it possible.

I look forward to working with you on many more successful events throughout your time at the company.

With gratitude,

Tyler Burke

Example 3: Thanking a networking contact

Dear Abdul Kahn,

Thank you for introducing me to Leanne Jones yesterday. Your introduction showed faith in my professional qualifications, and I am sure that your recommendation will greatly benefit my relationship with Ms. Jones.

As you know, I am seeking employment, and Ms. Jones’ software engineering company is ideal for my skills and training. 

I know your extensive experience in the software development business has provided you with many valuable contacts. I am grateful that you thought to include me in your professional network. Please keep me in mind for any future introductions.

With thanks,

Veronica Grandi


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7+ Sample Thank You Letters for Job Offer

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Sample Letter #1

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As you know, I've been in the process of applying for various employment opportunities over the past weeks. Recently, I received a very desirable offer to fill a position at an energetic and exciting company. Although both a resume exhibiting experiences and credentials suited to the job and a successful interview certainly contributed to my success, I feel that your willingness to speak as a professional reference on my behalf played a central role in the company's decision to offer me the position.

I am writing to express my gratitude for your time and consideration in support of my endeavors. Your perspective and encouragement mean a great deal to me. Thank you for all that you've done.

Sample Letter #2

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Thank you for taking the time to write me a letter of recommendation. I could not have asked for nicer comments. Your letter paved the way for numerous interviews and a job offer from Doe Corporation, where I wanted most to work. The time you took to write that letter will have a significant impact on my life for years to come. I hope I can reciprocate the favor.

Sample Letter #3

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Thank you for your kindness in agreeing to write a letter of recommendation to accompany my application to medical school. I have wanted to study medicine since my biology class in the eighth grade, and have selected extracurricular activities that would be consistent with that goal. My university grades are good, and I have been a volunteer at the local hospital for the past year. I will soon have a preliminary interview with a selections committee, but before that interview I need to secure letters of recommendation.

The admissions committee informs successful candidates approximately four months after the submission deadline. I will inform you of the results as soon as I receive them.

I know it takes a lot of time to write a letter of recommendation, and I deeply appreciate your kindness. I will do my best to deserve your confidence. Thank you very much.

Sample Letter #4

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I can't thank you enough for telling Jane Doe about my chef service. The Doe's have signed up for the full service and they know several more people who might be interested. Thank you for taking the time to tell your friends. I'll do my best to deserve your confidence.

Sample Letter #5

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Please accept my sincere thanks for your letter of reference for my service as a housekeeper. Although I was very sorry to leave your employ, thanks to your letter I have obtained an excellent position with the Doe family here in Springfield. I will miss your family very much, especially during the summer. I hope you will enjoy your new home in Georgia, and wish you much happiness in the years to come.

Sample Letter #6

Copied!

I want to express my deepest gratitude to you for the recommendation you made on my behalf. You went the extra mile to assist me, and I have gained a significant benefit because of you. I know that your recommendation played a significant role in helping me obtain the opportunity I was seeking.

Without your recommendation, I do not feel that my application would have made the same impact. You are a pillar in the community and highly respected by everyone.

Thank you once again for your powerful, well-thought-out recommendation. It means a lot that you would take time out of your busy schedule to help me succeed. If I can be of any service to you in the future, please don't hesitate to contact me.

Related Articles

Related Resources

Guide to Write This Letter ❯

Thank-you notes may not guarantee you'll get the job, but they certainly don't hurt your chances. After the Interview: Sample Thank-You Letters . of post- interview etiquette might decrease your chances of receiving an offer.

Thank You Letter to Employees w/ Free Downloadable Template

They're two simple words – thank you – but they could be the very thing that lands you the job. So, what does your thank-you letter need to contain?

  • Your contact information
  • The date
  • The contact information of the person you're writing to
  • A greeting (e.g., "Dear Mr. X")
  • Body text that includes a simple, clear and straightforward thank-you and is no longer than four paragraphs. Run spellcheck and proofread carefully.
  • Closing such as "Best" or "Sincerely"
  • Handwritten signature, for mailed paper letters
  • Typed signature

As the hiring process moves more toward automation and speed, taking the time to write a thank-you letter helps you stand out from the crowd and humanizes your application. A thoughtfully written thank-you note goes a long way for your interviewer, plus it provides you with the chance to reiterate your qualifications and add a touch of personality.

"Sending a personalized thank-you note is exactly that – personal," said Rebecca Kiki Weingarten, career transition coach and co-founder/education director at RWRNetwork. "In our high-tech world, it makes a high-touch impact that stands out."

Why are thank-you notes important?

Aside from showing common courtesy, a thank-you note serves other purposes, such as increasing your salary.

According to a study by iCIMS, 63% of recruiters said they would be more likely to hire a candidate who asked for more money and sent a thank-you note than a candidate who asked for less but did not send a note.

Additionally, failure to follow up could leave the impression you're not interested enough to go the extra mile and reach out afterward. 

"First, it is a basic appreciation of the time the interviewer spent with you," said Jodi RR Smith, author and etiquette consultant at Mannersmith Etiquette Consulting. "Second, it is a signal to the interviewer that you are aware of higher-level interpersonal skills. Lastly, the thank-you note expresses your ongoing interest in the organization and the job opening."

Smith added that sending a note could show that you know other proper business etiquette, like standing when a client enters the room, not chewing gum in front of the CEO, holding doors open for others, arriving to meetings on time and dressing appropriately.

Following up with an email should be done within 24 hours of the interview, while you're still fresh in the interviewer's mind. Keep the content of the email brief, no more than two or three paragraphs, and reference particular points from the conversation.

Matt Ross, CEO and co-owner of The Slumber Yard, remembers a candidate who went the extra mile in mentioning personal details from their interview. "I briefly discussed my hometown, but what was amazing was that the candidate remembered my hometown and found a way to include it in his follow-up. He said his brother would be passing through [my town], so he made sure to tell him to pick up a cake from a popular bakery there. This not only showed me he was a good listener but also that he was willing to go above and beyond by doing research. It left me with a pretty good taste in my mouth (pun intended)."

What is the preferred method of sending a thank-you note?

Amanda Augustine, career advice expert for TopInterview and TopResume, said that email is the most common method for sending a post-interview thank-you note "because of its immediacy and ability to attach materials or hyperlink to additional information that can help advance their candidacy to the next interview round."

Augustine suggested that it is still important to check out the culture of the company and figure out which method they would prefer. If you're interviewing at a tech startup or see the company utilizes technology, email would likely be the most appropriate.

On the flip side, if the company seems more old-fashioned and stays to the more traditional side of things, a handwritten note mailed to the office might get you further.

"I prefer handwritten notes," said Rachel Sutherland, founder of Rachel Sutherland Communications. "Everyone loves getting mail, especially something you're not expecting. It's kind of funny to think of snail mail as being special, but in this case, it works."

If you're doing a handwritten note, your method of delivering it depends on the timing of the hiring process. Smith said that if you know they'll be making their decision the next day, write the note as quickly as possible. In that instance, Smith suggests writing the thank-you note in the lobby and asking the receptionist to deliver it as soon as possible.

"The content of the message is more important than the method of delivery, be it email or a handwritten note," said Beverly Friedmann, content manager at MyFoodSubscriptions. "That said, a handwritten card is certainly a nice gesture that you don't typically see these days."

What should be included?

Smith suggested including the following elements in your thank-you note:

  • A salutation. Even if you have been referring to the interviewer in a more casual way, in the thank-you note, use the more formal form of address.
  • A sincere and specific expression of appreciation along with a concise description of what is being appreciated.
  • Remind them of something unique that they spoke to you about in the interview that they might not have discussed with other candidates. This will help the interviewer remember who you are.
  • Confirm you're a good fit for the role.
  • Close with final expression of gratitude.

Augustine cautioned against recapping your entire resume in your thank-you note, since the interviewer has already reviewed it and discussed it with you during the interview, but summarizing your qualifications is appropriate.

As with your resume and cover letter, customize your thank-you note. Double- and triple-check it for grammatical and spelling errors. A typo-filled follow-up can easily ruin the stellar impression you made during the interview. If you met with multiple people, send one note to each person, if you have his or her contact information. 

Does sending a thank-you note really work?

It can, if the note is well written.

"There are times when the candidate has a terrible first round, usually due to nerves," Smith said. "But they took the time to write a sincere and well-considered note explaining their interest in the role and how their experience makes them uniquely qualified." 

Other times, Smith notes, there are phone screens instead of in-person interviews, and those who write a thank-you note are automatically invited back for an in-person interview. Sutherland had a similar experience.

"I got my college internship at The Detroit News because I handwrote a thank-you note," Sutherland said. "How do I know? One day in the newsroom that summer, the editor told me I was the only one who wrote a thank-you."

Augustine noted that sending a thank-you note doesn't automatically increase your chances of getting the job; however, dismissing this bit of post-interview etiquette might decrease your chances of receiving an offer.

"While not every recruiter or hiring manager cares whether a candidate sends a thank-you message, I've never heard of a single one, in any industry, think poorly of a candidate for sending a thank-you note," she added.

Sample thank-you letters

Based on these tips, here are two templates you can follow for a thank-you letter after the interview: 

Good afternoon, Jeanette,

Thank you for taking the time to speak with me yesterday about the staff writer position with Business News Daily.

It was a pleasure meeting with you, and I truly enjoyed learning more about the role and the company. I especially loved hearing about your in-office MVP vote – it sounds like a great way to boost employee morale!

After our conversation, I am confident that my skills in business writing and experience as a copy editor are a great match for this opportunity. I am very enthusiastic about the possibility of joining your team and would greatly appreciate a follow-up as you move forward with the hiring process.

If you need any further information, please do not hesitate to contact me by email or phone. Thanks again, and I hope to hear from you in the near future.

Best regards,
Nicole Taylor

Dear Ms. Smith,

I wanted to reach out to thank you for taking the time to speak with me yesterday about the social media manager position at Business News Daily.

I really enjoyed meeting you and learning more about where your team is headed. Based on our discussion, it sounds like you have a very exciting year ahead with the site updates and customer base expansion.

With the team at such a critical juncture, I'd love to lend my experience and skills to help the team build a stronger customer base and social media presenceparticularly bringing my unique lens as a marketer that we discussed from my time working at agencies.

I look forward to speaking further with you and your team to see how I might be able to help you reach your goals. If we're a good match, I would be very excited at the prospect of working together.

Sincerely,
Nicole Taylor

Take the time to personalize every letter you send – avoid copying and pasting the same basic form letter. Recruiters will notice these right away, and it won't do you any good.

After you send your email, keep an eye on your inbox. Don't panic if you don't hear back right away – it's normal for a company to take its time in reviewing applications. If several days or weeks go by, send a polite follow-up to ask if there has been any progress in making a decision.

However, don't take this as an invitation to bombard the hiring manager's inbox. Send no more than two well-spaced follow-up emails, and if you don't hear back after that, accept it as a rejection and move on.

For more tips on writing a great thank-you note, visit this Business News Daily article.

Additional reporting by Jennifer Post. Some source interviews were conducted for a previous version of this article. 

thank you letter for offer of employment

A thank you letter for a job offer should be sent to the hiring manager or the person who hired you. It should convey your appreciation for the.

thank you letter for offer of employment
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