It is common practice for job applicants to send a thank you email after receiving a graduate job offer. Here is all the information that you need to write the perfect thank you email to establish a positive and professional relationship with your new employer.
What is a thank you email?
A thank you email is the decorum response after receiving a job offer from an employer for a graduate position. The purpose of the email is to not only accept or decline the offer, but also to demonstrate your gratitude to the interviewer.
Why should you send a thank you email?
If you choose to accept the job offer, a thank you email is an appreciative gesture that shows your appreciation that the employer valued your skills and experience and extended an offer to work at their organisation. If you choose to decline the job offer, a thank you email is still necessary as it shows gratitude for the employer for offering you the job. This is important to maintain a positive relationship with key members of the industry and especially if you wish to apply for a position in the company in the future.
When should you send a thank you email?
As a general rule of thumb, you should reply to the job offer email within a reasonable amount of time. You do not need to accept the job offer immediately - it is important to take a few days to consider what accepting the job offer will mean for you in terms of career pathway, salary, commute and other relevant factors. You may also be waiting to hear back on other positions that you have interviewed for (see more tips on how to manage multiple job offers). This is to prevent accepting the offer and then later declining it, which is viewed as unprofessional and can also put you on the wrong foot with certain recruiters. It may also be difficult to later decline the offer if you have already signed a legal contract (either verbally or in writing) accepting the offer.
If you are certain that you do not wish to accept the job offer then it is courteous to inform the employer as soon as possible to ensure that they can find another candidate to take the position.
How to write a thank you email?
Typically, job offers are accepted over email. The subject line should be directly informing the hiring manager of the purpose of your email.
1. Begin with a ‘thank you’
Begin the body of your email by thanking the employer for the job offer. Ensure that you mention both the company name and the job title, as the interviewer may have been interviewing for multiple positions, and the company may have outsourced a recruiter to conduct their hiring. Thank the employer for taking the time to consider your application, for interviewing you and for offering you the position. It is likely that the hiring manager read through dozens of applicants and interviewed several promising candidates. A thank you email demonstrates to them that they made the right choice.
2. Accept or Decline the offer
Next, you must accept or decline the job offer. If accepting the offer, ensure that the tone of your email is enthusiastic and grateful. If you are declining the offer, ensure that you are polite and gracious. Remember, if you received the job, you were the employer’s first choice. The rejection must therefore be considerate of this fact. It is also courteous to succinctly explain why you are declining the offer. End your declination by expressing your interest in future employment opportunities at the company.
3. Clarify any questions
If you are accepting the job offer, you may choose to include any questions that you may have about the role or any details that need clarifying. Remember that there is usually a lengthy amount of time, even several months, between accepting your offer for a graduate program and the program commencing. Therefore, it is natural to have questions about the next steps after you accept a grad job offer. You can ask questions about the responsibilities, duties and obligations of the role, as well as pay, leave entitlements, training, and relevant company policies. If you have substantial questions, it is best not to overwhelm your email with them. Remember, the main purpose of the email is to thank the employer. Instead, end your email by scheduling a meeting with the employer or a grad program coordinator to address these queries.
4. Wrap it up with another note of thanks
Finish off the email by briefly thanking the employer again for the role.
Ensure that you check your email for any grammar or spelling mistakes. The format should also be clear, separating each point of the email into separate paragraphs. Make sure that if you include any pressing questions that they are worded concisely and clearly. Most importantly, ensure that the tone of the email is professional and gratuitous.
Template - Accepting the Offer
Subject Line: [Job role] offer thank you
Dear [name of hiring manager],
I am writing this email to thank you for offering me the role of [job title] at [company name] and for taking the time to consider my application and for conducting my interview on [date of interview]. I am very honoured to be offered this position.
I wish to accept the [job title] position. I am very excited to begin working with the team at [company name].
I wish to clarify [question(s) about the position you may have]. I am happy to communicate over email, telephone, or in person at your office to complete the next steps in the hiring process.
Thank you again for this opportunity.
Kind regards,
[Your name]
Example - Accepting the Offer
Subject Line: Graduate Software Engineer Job Offer - Thank You
Dear Fiona,
I am writing this email to thank you for offering me the role of Graduate Software Engineer at XYZ Technology as a part of the 2024 Graduate Program and for taking the time to consider my application and for conducting my interview on 5th June. I am very honoured to be offered this position.
I wish to accept the Graduate Software Engineer position. I am very excited to begin working with the team at XYZ Technology.
I would like to clarify whether the date for the Graduate Induction Day is on the 20th of June as the job listing stated, or the25th of June as was mentioned in the interview. I am also happy to communicate over email, telephone, or in person at your office to complete the next steps in the hiring process.
Thank you again for this opportunity.
Kind regards,
Miranda
Template - Rejecting the Offer
Subject Line: [Job role] offer thank you
Dear [name of hiring manager],
I am writing this email to thank you for offering me the role of [job title] at [company name] and for taking the time to consider my application and for conducting my interview on [date of interview]. I am very honoured to be offered this position.
After careful consideration, I have decided that I am no longer in a position where I can accept this position. This is because [brief reason for declining the offer]. Please consider me for any future employment opportunities as I enjoyed hearing more about the team at [company].
Thank you again for this opportunity. I wish you and [company name] all the best.
Kind regards,
[Your name]
Example - Rejecting the Offer
Subject Line: Graduate Software Engineer Job Offer - Thank You
Dear Fiona,
I am writing this email to thank you for offering me the role of Graduate Software Engineer at XYZ Technology and for taking the time to consider my application and for conducting my interview on 5th of June. I am very honoured to be offered this position.
After careful consideration, I have decided that I am no longer in a position where I can accept this position. This is because I have already accepted an offer at another company for a similar role. Please consider me for any future employment opportunities as I enjoyed hearing more about the team at XYZ Technology
Thank you again for this opportunity. I wish you and XYZ Technology all the best.
Kind regards,
Miranda