Job offers

Accepting a job offer

Congratulations! You’ve been offered a job! It’s time to prepare for the transition from your current employer (if you’re working elsewhere) to your new employer. Both will appreciate your efforts in making the switch as smooth as possible.

Ensure you receive your new offer of employment in writing

Often, employers will make an offer over the phone and then present you with a written document to sign. You will need to carefully review this document and agree to it via signature. The written offer will include details such as salary, start date, vacation, benefits and other important information. This is also often your opportunity to negotiate your salary. You can learn more about salary negotiation here and note that the Centre for Career Development offers workshops on negotiating job offers.

Note: For co-op jobs secured through the WaterlooWorks Rank/Match process, the offer process will look different. A match on WaterlooWorks is considered an accepted job offer.

Learn more about the Rank/Match process here, and reach out to your co-op advisor if you have questions.

If you’re currently working for another employer, provide notification to management

In most cases, at least two weeks’ written notice is expected before your last day of work but check your employment contract for exact information. You will need to write your current boss a letter of resignation. Something as simple as the example below will suffice:

Dear first name last name:

This letter is to formally notify you that I am ending my employment with XYZ company, effective on January 10, 20XX.

I would like to thank you for the guidance, skills and professional development opportunities I have had while with the company. I also greatly valued the support you have provided me during my time here.

Best Regards,

Your Typed Name

Assist with the changeover

Think about the information and notes that were most useful while you were in training for the role as well as any additional information you learned during your time there. You may wish to create a “tip sheet” and organize your documents and files in preparation for the next employee taking your position. It is also a good idea to organize your desk and office, including removing any personal items and ensuring confidential documents are disposed of in accordance with company policies on document retention.

Connect with your new manager

Your new manager will likely reach out to you with additional paperwork and information to begin the onboarding process. Check your email and phone messages to ensure you aren’t missing anything and if you are not hearing from them, don’t be afraid to reach out. Consider sending a thank-you email to express your gratitude for the job opportunity and your excitement to begin the new role.

Prepare for your first week

If there is something you can complete ahead of time to make your first day as smooth as possible, this is a good time to take care of such matters.

Think about:

Banking information
Parking pass needs
Transportation options (routes and travel times)
Figuring out dress code expectations

You may also wish to connect with your manager to identify any remote learning or preparation you can complete before your first day.

It is also great practice to review the company website for background information, recent articles or news updates which may help you understand the work environment and organizational goals. By familiarizing yourself with the products, services or processes as well as your colleagues via their online profiles, the transition can become easier for everyone involved. This is also a great time to review the job posting again. It will refresh your memory with some of the responsibilities and tasks that you will be taking on.

Declining a job offer

Occasionally, you may reconsider an application or may wish to opt out of a job offer that was given to you. You can withdraw your application from consideration or decline an offer. You will want to notify the employer in a timely and courteous manner, as there may be other potential roles at the company that you are interested in, in the future.

Below is an example of a simple letter declining an offer which can be presented to the employer via email:

Dear first name last name:

Thank you very much for offering me a position at XYZ Company. Unfortunately, I will not be accepting the role as it does not fit my current career path.

I regret that it did not work out and wish you the very best in finding a suitable candidate.

Your typed name

Note: If this is a co-op work term match, once matched with a job, you are obligated to honour the match and work with the employer. Please review and follow all Co-operative Education guidelines.