Acceptance & Refusal Letters

An acceptance or refusal letter is sent in response to a job offer and is a formal statement of your acceptance or refusal of the offer.

Usually an employer extends a job offer first by phone and then formally in writing. You are required to accept or refuse the position in writing. Your letter is not legally binding, but ethically, it should reflect your decision and not be used to buy time until you can obtain a better offer. This often means making a decision before you know where you stand with other employers. If you are not ready to make a decision, it's appropriate to ask for time, but usually only a week or two will be granted.

When writing your acceptance or refusal letter, here are some of the points you should include:

  • Reiterate your understanding of the offer, notably salary and starting date.
  • If a contract is sent, be sure to retain a copy. Sign and return the original with your letter.
  • Once you accept an offer, notify other employers with whom you have interviewed of your decision. Phone calls are appropriate.
  • If you reject the offer, indicate it in writing. Be tactful, and indicate that you appreciate the offer. Try to leave behind a good impression.

Example: Acceptance Letter

Your address
Date


Contact person
Title
Organization name
Organization address

Dear ________________:

First Paragraph
State that you are very pleased to be offered a position (state the name of the position).
Mention something about the position that you like very much.

Second Paragraph
State the date and time when you are supposed to report for work.
If there is a significant amount of time between the date of acceptance and when you start work, state what you will be doing (such as completing paperwork for the job, looking for housing, etc.).

Third Paragraph
Mention that you are looking forward to working for the organization.

Sincerely,
(Your signature)

Your name typed


Example: Refusal Letter

Your address
Date

Contact person
Title
Organization name
Organization address

Dear _________________:

First Paragraph
Thank the interviewer for giving you the opportunity to interview for the position. Mention that you were very pleased to be offered the position.
State your reason for not being able to accept the position ( i.e. you have accepted another position, etc.).

Second Paragraph
Thank the person again for the offer.

Sincerely,
(Your signature)

Your name typed