Thank-you notes and replying to offers – Page 2

Send a short personal message to each person who helped, telling them the outcome and thanking them for their specific help. This strengthens your network for the future.

Who to thank:

• Referees and people who referred you.
• Mentors, former managers and friends who gave advice.
• Recruiters who supported you.

Example:
"Hi Grace, I wanted to let you know I have accepted a role as Training Coordinator at Harbour Health, starting in January. Your advice on my career change and your introduction to Mariam made a real difference. Thank you!"

You can also post a short update on your professional profile once you have started, if you are comfortable.

Reply promptly, thank them, accept clearly, confirm the dates and any academic requirements, and ask about next steps.

Example:
"Dear Ms Wong,

Thank you for offering me the Summer Marketing Internship. I am pleased to accept and confirm I am available from 2 June to 29 August. My university requires a placement agreement form; I will send it to you this week for signature.

Please let me know if you need any other documents.

Kind regards,
Ali Rehman"

If you have other internship offers, decline them politely once you have accepted.

Accept the offer in writing, acknowledge the conditions and ask what you need to do next and by when. Be cautious about resigning from your current job until the conditions are cleared.

Example:
"Dear Mr Saeed,

Thank you for the offer for the Staff Nurse position. I am happy to accept, subject to the conditions in your letter. Please let me know the next steps for the medical test and visa process, and the documents you need from me.

Kind regards,
Mary Joseph"

Keep copies of all documents you send. Ask the employer, in writing, about expected timelines and who pays for each step. Visa and medical requirements vary by country; check official government sources for your situation.

Not before reading it fully and checking that everything matches what you agreed. Once you are satisfied, sign and return it within the deadline given.

Before signing:

• Check job title, pay, benefits and start date.
• Read conditions, notice periods and any restrictions, such as non-compete clauses.
• Ask in writing about anything unclear.
• Keep a signed copy for your records.

If the employer asks for a quick signature, you can ask for a short time to review. If the contract contains legal terms you do not understand, seek advice from an official employment advice service in that country.

Email or call your contact as soon as you decide, thank them for inviting you and say you are withdrawing. This lets them give your slot to another candidate.

Example:
"Dear Ms Abdulla,

Thank you for inviting me to interview for the Accounts Assistant role on Thursday. I have since accepted another position, so I would like to withdraw my application. I apologise for any inconvenience and appreciate your consideration.

Kind regards,
Priya Menon"

Never simply fail to attend. Not turning up can harm your reputation with the employer and, in small industries, with others.