In the world of professional correspondence—whether for jobs, admissions or other offers—three types of letters often crop up: acceptance letters, rejection letters and withdrawal letters. Mastering each ensures you communicate clearly, politely and with professionalism.
What These Letters Are—and Why They Matter
- Acceptance letters formally confirm that you agree to an offer or invitation. They set the tone for your upcoming relationship or commitment. [IMAGE: person shaking hands after job offer acceptance]
- Rejection letters are used by organizations or individuals to communicate that an offer is not being extended, or that an application won’t be pursued. They should be respectful, clear and timely. [IMAGE: polite job rejection email on laptop screen]
- Withdrawal letters are sent when someone who has accepted or applied for something chooses to remove their name or position from consideration. Perhaps they’ve accepted another offer, changed plans or found a better fit. [IMAGE: job applicant withdrawing application via email]
Each of these letters plays a strategic role: they close or open doors, preserve reputations and maintain relationships. A well‑written letter can leave a positive impression; a poorly handled one can create unnecessary awkwardness or harm future opportunities.
Key Elements for All Three Letter Types
Regardless of the specific type, all letters should adhere to professional standards:
- Use a correct salutation, address the proper recipient by name when possible.
- State your purpose clearly in the first paragraph (accepting, rejecting or withdrawing).
- Provide any necessary details (offer terms, position title, timeline) if relevant.
- Express gratitude for the consideration or opportunity.
- Close on a positive note, and if appropriate, leave the door open for future contact.
- Follow standard business format, and proofread carefully.
As a note, for acceptance letters you often reaffirm the terms discussed. For rejection letters, experts advise being clear early on and expressing thanks rather than dwelling on negatives. For withdrawals, you should act promptly and clearly.
How to Write an Acceptance Letter
When you receive an offer and you’re ready to say “yes,” an acceptance letter should:
- Thank the sender for the offer.
- Confirm your acceptance of the role or invitation, including the key terms (start date, salary, duties) if relevant.
- Offer any next steps you expect (paperwork, orientation) or ask for clarification.
- Express your enthusiasm and look ahead to working together.
Template Example:
Dear [Name],
Thank you very much for offering me the position of [Job Title] at [Company Name]. I am delighted to accept this offer and look forward to starting on [Start Date] under the terms we discussed (annual salary of [Amount], [other benefit/bonus], etc.).
I am eager to join your team and contribute to [Company] and am ready to complete any required paperwork or orientation. Please let me know if there are any forms I should complete or documents I should send.
Thank you again for this opportunity. I look forward to working with you.
Sincerely,
[Your Name]
This structure aligns with widely‑recommended guidance on acceptance letters.
How to Write a Rejection Letter
Whether you are rejecting an offer or informing someone they’re not selected, the same principles apply: be prompt, be respectful, be clear. According to advice from sources like the Harvard Business Review, it’s best to “say thanks, deliver the news, give the main reason (if appropriate), and offer hope.”
Rejection Letter Template:
Dear [Name],
Thank you very much for offering me the position of [Job Title] at [Company Name] (or for considering my application for [Position/Program]). After careful consideration, I regret to inform you that I must decline the offer (or that I will not be moving forward with the application).
I truly appreciate the time and effort you and your team invested during the selection process, and I wish you every success in filling the role (or assembling the class).
Thank you again for your consideration.
Sincerely,
[Your Name]
Key points: Keep it short; mention appreciation; optionally provide (succinct) reason; maintain a professional tone.
How to Write a Withdrawal Letter
A withdrawal letter is sent when you’ve either accepted an offer earlier and now need to step back, or you’re pulling out of an application process. The key is timeliness and transparency, and doing so in a way that preserves goodwill.
Withdrawal Letter Template:
Dear [Name],
Thank you for offering me the position of [Job Title] at [Company Name] (or for accepting my application for [Program/Role]). After careful reflection, I have decided to withdraw my acceptance (or withdraw my application) effective immediately.
I apologize for any inconvenience this may cause and am grateful for the opportunity and your time during the process. I wish you and your team (or your program) all the very best going forward.
Thank you again.
Sincerely,
[Your Name]
Even if you previously accepted an offer, withdrawing is permissible—but handle it with care.
Common Mistakes & How to Avoid Them
| Mistake | Why it’s a problem | How to avoid it |
|---|---|---|
| Too vague or late | Confuses the recipient, may burn bridges | Send as soon as decision is firm; clearly state what you’re doing |
| Over‑explaining or negative detail | Can cause misunderstanding, come across poorly | Keep reasons brief and positive or omit specific reasons |
| Poor formatting or typos | Undermines professionalism | Format as business letter/email; proofread |
| Losing goodwill | Opportunities may close down | Always thank the recipient and close amicably |
When to Send Each Letter
- Acceptance letters: as soon as you’ve formally decided and the offer is confirmed.
- Rejection letters: promptly after decision, ideally without leaving the other side waiting.
- Withdrawal letters: as soon as you know you must pull back, to allow the other side to act accordingly.
Why It’s Worth Getting Right
These letters are more than just formalities:
- They build or maintain your professional reputation.
- They preserve relationships for future opportunities.
- They reflect your integrity and communication skills.
- A well‑written letter may keep the door open; a poor one might effectively slam it shut.
Conclusion
Whether you’re accepting, rejecting or withdrawing, the way you compose your letter matters. Clear structure, respectful tone, timely delivery and professional format make all the difference. And if you ever need assistance drafting or polishing a letter of this kind, consider using an AI‑powered cover letter generator like LetterLab to get started—then personalise it yourself to ensure authenticity.