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Follow Up a Job Offer Letter

The experts behind "Excellence in Business Communication" recommend that you respond to a job offer letter within five days with a letter of your own. The direction this letter takes depends on you and your views about the position being offered. If you are still considering your options, write a letter requesting more time to decide. If you are excited about the position in question and are ready to move forward, write a letter of acceptance. On the other hand if the position being offered isn't for you, send your recruiter a letter declining the position.

Requesting a Time Extension

Open your letter by thanking the company for extending the job offer. The first paragraph of your letter may read something like this: Thank you for offering me the position of Marketing Director with your firm. The job sounds both challenging and rewarding.

Write a second paragraph asking for more time to decide whether to accept the offer. Give your reader a specific date telling them when they can expect your final decision.

Continue the body of your letter by listing specific reasons for needing an extension. Tell the truth but be tactful. For example, if you have an interview scheduled with another firm, mention it and say that you feel obligated to keep the appointment. Or if you need to go over your options with your spouse, say so. Recruiters understand that accepting a job is a big decision and, for the most part, will respect your honestly.

Close the letter expressing your gratitude again and highlighting a positive aspect of the position. You need to stress that you are still interested in the job.

Accepting the Offer

Open the letter by accepting the offer and express thanks. You can also confirm information about the job in your opening paragraph such as start date.

Address any subsequent details that need to be addressed in the body of your letter. For example, if the start date is still up in the air or there is paperwork you need to drop off, mention it here.

Close the letter by expressing your gratitude again and add a positive note about the future. For example, "I look forward to working with your organization."

Declining the Offer

Open the letter warmly by expressing thanks for the offer. This will buffer the bad news.

Tell your reader that you have decided to decline the offer and outline your reasons. For example if you don't want to relocate and the position requires it, say, "Although the position at your firm is desirable, I've decided to seek out employment closer to home." If you've been offered another position that's more desirable or you just don't want the job in question, say something to the effect that you've been offered a postion that better fits your long-term career goals.

Close the letter cordially expressing thanks again. You want to leave things on a positive note. You may want to apply for another position with the company in the future.



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