You just learnt that a company you interviewed with wants to offer you a job. Regardless of whether you accept, decline or wish to negotiate the offer presented, you'll need to give a response. A formal written response, preferably by both letter and e-mail, is important for maintaining professionalism and confirming or negotiating the specific terms of your employment. It is important that you format your letter or e-mail response appropriately and use proper etiquette to make the best possible impression.
- Skill level:
- Moderately Easy
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Things you need
- Word processing software
Determine your intent before you start writing. The hallmarks of the business letter format are clarity and conciseness. In order to be certain you are expressing the right sentiments, you should include if your intent is to accept, reject or modify the terms of the offer.
Type the letter with word processing software using proper business letter formatting. Purdue Online Writing Lab provides examples of business letter formats. If you choose to send an e-mail in addition to or instead of a letter, you should format it like a business letter.
Use a professional and polite tone. Whether you are accepting or rejecting, it is important to be gracious and to the point.
Repeat all terms of the offer in your letter if you are accepting. This shows that you are aware of your compensation, benefits and starting date. If you hope to negotiate the offer, accept conditionally in the first paragraph, state the terms, and then state your proposed amendments in the second paragraph.
Print the letter and sign it with a pen. Mail the letter to the company. If you are going to respond by mail only, you should call the company as soon as possible to let the interviewer know informally whether you will be accepting or declining his offer. It is important the company knows promptly if the position has been filled.
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