Additional Professional Letters
Accepting an Offer and Withdrawing from Search
Accepting a job offer ethically obligates you to cease job search efforts. Remember to:
Notify other prospective employers that you must withdraw your name from their consideration.
Acknowledging a Job Offer
Courtesy dictates that you acknowledge a written job offer, even if you are not ready to accept or decline it.
Take note of the details of the offer and respond appropriately. Items to remember:
Thank the employer for the opportunity presented.
Indicate that you understand the terms of the offer, or if needed, ask for clarification.
A smart employer will know that you need to consider various employment options in order to make a
wise decision; you may need to compare the offer to another pending offer.
You may need to make a decision before you know whether or not you will receive another offer.
Consult UWRF Career Services if you need assistance handling offers or making a decision.
Requesting an Extension to Respond to a Job Offer
In some cases you may need more time than the employer has allowed to make a decision:
You may ask for an extension; the employer does not have to grant it.
Make sure you have a good reason for asking for an extension. Are you waiting to hear from another
employer about an offer, or are you just hoping to get more interviews?
Don’t wait until the last minute to ask for an extension; this looks like you didn’t think ahead and may
indicate that you might behave the same way on the job.
Be tactful and diplomatic in your wording.
Declining a Job Offer
If you choose to decline a job offer, do so courteously, in writing, after calling them.
Never say anything negative in writing about the employer, even if you had a negative experience.
A decision to decline an offer is usually based on the fact that another offer is a better fit for your
interests and goals. It is fine to state this, without giving details about why the declined offer is not a fit.
It is not necessary to state whose offer you have accepted, but you may do so if you wish.
Remember that this employer may be a contact for you in the future; make sure to be professional and
Adapted from: http://www.career.vt.edu/PrintPublications/CareerPlanningGuide
211 Hagestad Hall ~ (715) 425-3572 ~ www.uwrf.edu/career
Accepting a Job Offer
Paula S. Abdul
5555 148th Lane, Andover, MN 55304
March 5, 2008
Mr. John Summers
555 South Spruce Street
Fruitville, FL 95421
Dear Mr. Summers:
Thank you for your offer of employment as a grower at your Fruitville, Florida site. I am delighted to accept your offer
and look forward to beginning work with Summers Fruit Company.
You indicated that I will be receiving a salary of $ 35,000 per year, and will have initial duties reporting to Ms. Sarah
Davis. As your offer stated, I will begin work on September 1st. In mid-August, after relocating to the area, I will call you
to see what information or materials I may need before September 1st. In the meantime, please let me know if I can
provide you with any information. Again, thank you for offering me this exciting opportunity.
ctâÄt fA TuwâÄ
Paula S. Abdul
Declining a Job Offer
Ashton Kutcher ♦ 1800 Smith Valley Road ♦ Hollywood, CA 90078 ♦ (507) 547-5555
May 10, 2007
Mr. Robert Smith
Citizens Network for Foreign Affairs
343 Third Street
Washington, DC 20201-0343
Dear Mr. Smith:
Thank you very much for your telephone call and letter offing me the position of Assistant Project Coordinator with the
Citizens Network for Foreign Affairs. While I believe firmly in the mission of your organization and appreciate the
challenging opportunity you offer, I have had another offer which I believe more closely matches my current career goals
and interests. Therefore, although it was a difficult decision, I must decline your offer. I do appreciate all the courtesy and
hospitality extended to me by your office, and I wish you well in your endeavors.
In the position I have accepted with Public Policy Watch, I will occasionally be on Capitol Hill to attend hearings and
monitor legislation, so I hope we can get together again and talk about common interests.
Withdrawing from a Job Search, via E-mail; Follow-up to Phone Call
222 Elm Street
Sam L. Smith River Falls, WI 54022
September 12, 2008 email@example.com
Ms. Vera Clark
1515 New York Avenue, NW
Washington, DC 20006
Dear Ms. Clark:
I want to express my sincerest appreciation to you for including me in the interview process as you seek candidates for
your magazine’s Editorial Assistant position. I have enjoyed meeting with the members of your staff and think you have
an outstanding operation.
However, to confirm our telephone conversation this morning, I respectfully withdraw from consideration for your
position. I have just accepted another employment offer which I believe very closely matches my current skills and career
I wish you and the staff of Green Magazine the best of success. Thank you again for the opportunity to explore career
possibilities with your office.
Sam L. Smith
Sam L. Smith
Follow-up to a Telephone Call
444 Tennis Lane ● Chicago, IL 54897 ● (504) 715-5555 ● firstname.lastname@example.org
February 15, 2008
Ms. Jane Roden
2300 Hennepin Avenue
Minneapolis, MN 55105
Dear Ms. Roden:
Thank you for speaking with me on Wednesday, February 6th in response to my inquiry about summer internship
opportunities in social services in the Minneapolis area. After speaking with you and another UW-River Falls alumnus
whose name I obtained through the Hire-a-Falcon system at Career Services, I think I am much better prepared to pursue
I have enclosed my resume, emphasizing my recent crisis and counseling helpline volunteer experience. I also plan to
contact Ms. Deborah Warren as you suggested, and appreciate your giving me her name.
Thank you for your time. I will be in Minneapolis during spring break, and I will call your office to schedule a visit during
this time. I look forward to meeting with you in March.