Letters to Accept/Decline

Send a letter by postal mail or e-mail, when you accept or turn down a job offer, so that there is a written record of your decision. Evaluate the offer carefully before you send the letter. See "Job Negotiation" for more information. When you accept the offer, it is a commitment you make to the employer, and you can not change your mind.

To accept:

Express thanks for the offer of the position, using the exact job title, with the date you received the offer.
Say how pleased you are to accept the offer at the stated salary, and confirm the date you will start working.
State that you are looking forward to working at the organization.
Example Acceptance Letter

Box 4145
30 Lowenthal Road
Rochester, NY 14623
June 15, 2010

Mr. Harry Cronkite
ABC Limited
4903 Midtown Avenue
Hershey, NY 14389

Dear Mr. Cronkite:
Thank you for your letter of June 10, 2010 in which you offered me the position of Lab Technician. I am very happy to be able to accept the offer at the stated salary of $25,000 per year. The July 1, 2010 start date is fine for me.

I am looking forward to working at ABC Limited.

Sincerely,

Susan Smith

Example Decline Letter

21 Colorado St.
Rochester, NY 14623
August 15, 2010

Ms. Mary Smith
Personal Manager
Peterbilt Trucks, Inc.
P.O. Box 1234
Harrisburg, PA 10036

Dear Ms. Smith:

Thank you for your letter of July 30, 2010, in which you offered me the position of Mechanical Engineer. However, I am unable to accept the offer because I have decided to accept a position with a firm closer to my hometown.

Thank you for your time and your interest in me. Best wishes in filling the job opening.

Sincerely,

Robert Wabash