Penn State
Lewis Katz Building, University Park, PA
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Other Correspondence

Withdrawal and Rejection Letters

When students accept an offer of employment, they should immediately inform other employers who may be considering their candidacy. Students should mail a letter or send an e-mail to the employers with whom they have outstanding applications and express that they wish to withdraw from the interview process.

Students should also write a formal letter when rejecting offers of employment. However, this letter is usually best sent as a follow-up to a phone call. Expressing appreciation for the offer and communicating the rejection in as timely a fashion as possible will help preserve a cordial relationship with this employer who could someday be a future employer.

When declining an offer or withdrawing your candidacy, express appreciation and let the employer know how difficult the decision was to make. It is not inappropriate, nor is it required, for students to indicate whose offer of employment they have accepted. Again, these letters should be very courteous, as circumstances change over time.

Letters of Acceptance

Students usually accept offers of employment by phone, but they should restate the terms of their acceptance in writing (start date, benefits, any other special stipulations). Generally, students only need to send such a letter to one individual at the organization, but may copy (cc:) others if they deem that appropriate. It is also sometimes wise for students to write a second letter to an individual who was particularly influential in the student’s decision to accept a position and acknowledge his or her impact on the decision. That person may become a future mentor or friend.