How to Write a Rejection or Acceptance Letter


Rejection and acceptance letters might be written for various reasons. Invitations to a party, wedding or other gathering are examples, but such letters are more commonly written in connection with a job application. A prospective employer may write either type of letter to a candidate, stating whether that person is suitable or unsuitable for the position. Employers ordinarily try to be positive even with a letter containing bad news. If you have been offered a job and wish to write back to accept or decline, you should follow certain criteria.

Acceptance Letter

  • Begin your letter with the proper salutation, Dear Miss, Dr, Mrs. or Mr., followed by the recipient's last name, for example.

  • State the reason for your letter in the first paragraph. Start with, "I am writing to thank you for your very kind job offer, which I accept. I also wish to convey my thanks for your trust in me." Such positive words will indicate to the employer that you take the offer of the job seriously.

  • Write details of the position you are accepting so that there is no doubt about the offer made to you. For example, "I am very pleased to accept the agreed opening salary of $45,000 per year. I understand that I will be requested to begin work on September 24th, 2011, and my annual paid leave will be 20 days."

  • Mention any benefits promised to you and repeat the details of such things as health and dental benefits. Write that you understand that coverage will begin on the date that you begin the job.

  • Finish by writing, "Yours sincerely," and add your name, telephone number and e-mail address at the bottom.

Rejection/Refusal Letter

  • Begin your letter with the same salutation you would use for an acceptance letter.

  • Start with, for example, "Thank you for your kind offer of the position of manager in your company. Unfortunately, I am unable to accept the position owing to an offer which better suited my experience and education."

  • Close your letter by thanking the employer again for considering you. You might approach the employer again at some point, so it is important to be gracious.

  • Add your telephone number and e-mail address at the bottom and write that you would appreciate it if your information could be kept on file for future possibilities.

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