Whether you are accepting or declining an offer of employment, it is always a good idea to confirm your decision in writing, either by standard mail or an email message. You may verbally accept or decline an offer, but you should always provide something written as a follow up to those conversations. In both hard copies and email messages, be sure to use proper grammar and spelling. You may use the formatting guidelines used for writing cover letters as shown in the template letter
Letter accepting an offer
Confirm and acknowledge the terms agreed upon, including the position title, start date, and salary or pay rate. Use the opportunity to restate your enthusiasm for joining the organization.If the employer sends an offer letter which you need only sign and date, then write a brief letter thanking them for the offer. This can be used as a cover letter for the documents you are returning.
Dear Ms. Smith:
I am happy to accept your offer to join XYZ Organization in the New Product Development department at a starting salary of $41,000 per year.
Thank you for your assistance with my questions about relocation to the Phoenix area; I am sure they will make my transition much smoother. Per your request, I am keeping receipts related to my move to submit for reimbursement.
As we discussed, I will report to your office on June 25th. I am eager to contribute to the New Product Development team and XYZ.
Letter declining an offer
Express your appreciation for the offer and the organization’s interest in you. Be courteous and respectful in order to remain on good terms with the organization for possible consideration down the road.You may also want to offer a very brief comment about why you are declining, such as a better fit elsewhere or your preference for another geographic region.
Dear Mr. Harris:
Thank you for your offer for the position of legal research assistant with Martin, Smith, and Pearson.
After much consideration, however, I have decided to accept a similar position with another firm on the west coast. I believe this position will better fit my research interests and my future goal to apply to law schools in that region.
I want to thank you again for the time you spent with me during my office visit last month. I appreciate your interest in me, and I enjoyed learning more about your organization.
James H. Scholar