Goodbye Email When Leaving a Job: 7 Rules, a Template &#038; What NOT to Say

Scouted was a hiring marketplace that matched candidates to roles based on potential, serving clients from high-growth startups to Fortune 500 companies.

9 min read • Originally published May 30, 2019 / Updated March 19, 2026

Scouted was a hiring marketplace that matched candidates to roles based on potential, serving clients from high-growth startups to Fortune 500 companies.

9 min read • Originally published May 30, 2019 / Updated March 19, 2026

Last updated: January 2026

You gave a great cover letter and resume, nailed the interview, and sent a thank you note. Before you get the job offer, though, there’s one more important step: your references.

Many job seekers have questions about references—who to ask, how to ask them, and how to send their information to employers. This guide covers everything you need to know, with email templates you can customize for each step of the process.

When to Provide Job References

For most jobs, references are a crucial part of the hiring process. Some employers check references thoroughly; others barely glance at them. Since you can’t predict which approach your target employer takes, have your references ready before you need them.

Best practices:

Prepare references before you start applying – Don’t wait until an employer asks
Bring a printed reference list to interviews – Have it ready even if they don’t ask
Submit immediately when requested – The hiring process moves fast
Have at least 3 references ready – Some employers ask for more

Who to Ask for a Reference

Choose references who can speak positively and specifically about your work. Good options include:

Former supervisors – Managers who oversaw your work directly
Colleagues – Peers who collaborated with you on projects
Direct reports – People you managed or mentored
Clients or vendors – External contacts who can speak to your professionalism
Business contacts – People from professional organizations or industry connections

New to the workforce? If you don’t have professional references, consider:

Professors or teachers
Internship supervisors
Volunteer coordinators
Coaches or mentors

Tips for choosing references:

Select people relevant to the job you’re applying for
Choose people you had a positive working relationship with
Avoid anyone who might give a lukewarm or hesitant recommendation
Have more than 3 lined up in case someone is unavailable

How to Ask Someone to Be Your Reference

Always ask permission before listing someone as a reference. Never surprise them with an unexpected call from a hiring manager.

When asking for a reference:

Personalize your request – Don’t send a generic mass email
Make it easy to decline – You want enthusiastic references, not reluctant ones
Remind them of your work together – Jog their memory with specific projects
Offer to send your resume – Help them speak to your current accomplishments
Give them context – Share the type of role you’re pursuing

Email Template: Asking Someone to Be Your Reference

Subject: Would You Be a Reference for Me?

Dear [Reference Name],

I hope you’re doing well. I can’t believe it’s been [time period] since we worked together at [Company]! I learned so much from you and have such great memories from our time on [specific project or team].

I’ve been working at [Current Company] for the past [time period] and have decided I’m ready for a new challenge. I’m searching for [type of role] positions and am reaching out to ask if you would be willing to serve as a reference for me.

Given our work together on [specific project], I thought you would be a great person to speak to my [relevant skills—leadership, project management, technical abilities, etc.]. A positive reference from you would be a tremendous help in my job search.

Would you be comfortable serving as a reference? I’d be happy to send you my updated resume and details about the types of positions I’m pursuing so you have full context.

Thank you so much for considering this. Please let me know if you have any questions or need additional information.

Best regards,
[Your Name]
[Your Phone Number]
[Your Email]

Email Template: Asking a Professor or Academic Reference

Subject: Reference Request – [Your Name], [Course/Program]

Dear Professor [Name],

I hope this message finds you well. I was a student in your [Course Name] class during [semester/year], and I’m reaching out because I’m beginning my job search for [type of role] positions.

I really valued your mentorship during my time at [University], particularly [specific experience—research project, class discussions, thesis guidance, etc.]. I’m wondering if you would be willing to serve as an academic reference for me.

I’d be happy to provide my resume and details about the positions I’m applying for to give you helpful context. Please let me know if you’d be comfortable with this, and if there’s any information I can provide to make it easier for you.

Thank you for considering my request.

Sincerely,
[Your Name]
[Your Phone Number]
[Your Email]

How to Send References in an Email

When an employer requests your references, respond promptly with a professional email. Keep it brief—the focus should be on the attached or listed references, not on restating your qualifications.

Email Template: Sending References to an Employer

Subject: [Your Name] – Professional References for [Position Title]

Dear [Hiring Manager’s Name],

Thank you for the opportunity to interview for the [Position Title] role. As requested, please find my professional references below.

Reference 1:
[Name]
[Title], [Company]
[Phone Number]
[Email Address]
Relationship: [e.g., “Direct supervisor at XYZ Company, 2021-2023”]

Reference 2:
[Name]
[Title], [Company]
[Phone Number]
[Email Address]
Relationship: [e.g., “Colleague and project collaborator”]

Reference 3:
[Name]
[Title], [Company]
[Phone Number]
[Email Address]
Relationship: [e.g., “Client contact for three years”]

Please let me know if you need any additional information. I’ve notified each reference that they may be contacted and they’re expecting to hear from you.

Thank you again for your consideration. I look forward to hearing from you.

Best regards,
[Your Name]
[Your Phone Number]
[Your Email]

Email Template: Sending References as an Attachment

Subject: Professional References – [Your Name]

Dear [Hiring Manager’s Name],

Thank you for requesting my references for the [Position Title] position. Please find my reference list attached.

I’ve contacted each reference to let them know they may hear from you, and they’re happy to speak on my behalf. Please don’t hesitate to reach out if you need any additional information.

I remain very excited about this opportunity and look forward to the next steps.

Best regards,
[Your Name]
[Your Phone Number]

How to Format Your Reference List

Create a separate reference document that matches your resume’s formatting (same font, header style, etc.). Include the following for each reference:

Full name
Current job title
Company/organization
Phone number
Email address
Brief description of your relationship

Reference List Template

[YOUR NAME]
[Your Phone] | [Your Email] | [Your LinkedIn URL]

PROFESSIONAL REFERENCES

Jane Smith
Marketing Director
ABC Company
(555) 555-1234
jane.smith@abccompany.com
Jane was my direct manager for three years, overseeing five major product launches together.

Michael Johnson
Senior Account Executive
XYZ Agency
(555) 555-5678
m.johnson@xyzagency.com
Michael and I collaborated on client campaigns for two years as colleagues.

Sarah Williams
CEO
Williams Consulting
(555) 555-9012
sarah@williamsconsulting.com
Sarah was a client I worked with closely on brand strategy initiatives.

Alerting Your References

Once you submit your references to an employer, let your references know they may be contacted. This ensures they’re prepared and expecting the call or email.

Email Template: Heads-Up to Your Reference

Subject: Heads Up – You May Receive a Reference Call

Hi [Reference Name],

I wanted to let you know that I’ve submitted your name as a reference for a [Position Title] position at [Company Name]. You may receive a call or email from [Hiring Manager Name or “their HR team”] in the next few days.

Here’s some quick context about the role:

[Brief description of the position]
[Key responsibilities they might ask about]
[Skills or experiences that are most relevant]

I’ve attached my current resume in case it’s helpful for reference. Please let me know if you have any questions or need additional information.

Thank you again for supporting my job search—I really appreciate it!

Best,
[Your Name]

Thanking Your References

Always thank your references—whether or not you get the job. They did you a favor, and maintaining the relationship ensures you’ll have a strong reference for future opportunities.

Email Template: Thank You to Your Reference

Subject: Thank You for Being a Reference

Dear [Reference Name],

I wanted to reach out to thank you for serving as a reference for my application to [Company Name]. I truly appreciate you taking the time to speak on my behalf.

[If you got the job]: I’m thrilled to share that I’ve accepted the position! I start on [date] and I’m really excited about this opportunity. Your support played a big role in helping me land this role, and I’m so grateful.

[If you didn’t get the job]: Unfortunately, I wasn’t selected for this particular position, but I’m continuing my search and feeling optimistic. I wanted to thank you regardless—your willingness to be a reference means a lot to me.

I hope we can stay in touch. Thank you again for your support!

Warm regards,
[Your Name]

Quick Tips for Managing References

Keep references updated – Let them know each time you submit their name
Don’t overuse the same people – Rotate references if you’re applying to many jobs
Share the outcome – Let them know when you get a new job
Maintain relationships – Stay connected even when you’re not job searching
Return the favor – Offer to be a reference for them when appropriate

Frequently Asked Questions

How do I send references in an email?

You can either list your references directly in the body of the email or attach a formatted reference document. Include each reference’s name, title, company, phone number, email, and your relationship to them. Keep the email brief and professional.

How many references should I provide?

Most employers ask for three professional references. Have at least 3-5 ready in case someone is unavailable or an employer requests more.

Should I include references on my resume?

No. Create a separate reference document. “References available upon request” is also unnecessary on modern resumes—employers will ask when they need them.

What if a reference doesn’t respond to the employer?

Follow up with your reference to ensure they received the request. If they remain unresponsive, be prepared to offer an alternate reference to the employer.

Can I use a coworker (not a supervisor) as a reference?

Yes, colleagues who can speak to your work quality and collaboration skills make good references. However, try to include at least one supervisor who can speak to your performance and growth.

How do I ask someone to be a reference if we haven’t talked in a while?

Reach out to reconnect first. Acknowledge the time that’s passed, briefly update them on your career, and then make your request. Offer to send your resume so they’re up to speed on your current experience.

Should I tell my references what to say?

Don’t script them, but do provide context. Share the job description, highlight relevant skills or projects you’d like them to mention, and send your updated resume. This helps them give a more targeted, helpful reference.

When should I send a thank you to my references?

Send a thank you after they’ve spoken with the employer, and again when you have an outcome to share (whether you got the job or not). Keeping them informed shows appreciation and maintains the relationship.

Looking for your next opportunity? Browse open positions on Mediabistro’s job board.

Topics:

Candidates, Climb the Ladder

Job Search

When to Update LinkedIn With a New Job (Without Alerting Your Boss)

The right timing for updating your LinkedIn profile—whether you're job hunting, starting a new role, or got a promotion.

John Lombard is a content strategist and writer with over a decade of experience creating interactive and video content for brands like Apple, IBM, and Samsung. He previously worked at Mediabistro and now serves as a Client Strategist at Ceros.

6 min read • Originally published December 12, 2016 / Updated March 19, 2026

6 min read • Originally published December 12, 2016 / Updated March 19, 2026

Last updated: January 2026

LinkedIn is one of the best resources for job seekers and professionals building their careers. But since many profile updates are shared with your network, timing matters. Update too soon while job searching, and your current boss might notice. Update too late after a new job, and you miss the opportunity to leverage your network.

Here’s when to update your LinkedIn profile during the job search—and after you land that new role.

When You’re Job Seeking While Employed

It’s tempting to overhaul your LinkedIn profile when you’re employed and quietly looking for work. A refreshed headline and stronger experience section can attract more recruiters. But these changes can also be red flags to your current employer.

“I would say you need to take the necessary precautions when updating your LinkedIn profile, especially when you haven’t communicated that you are leaving,” says Randy Ksar, VP of Digital at Voce Communications. “Updating your LinkedIn profile should probably be the last step when you are currently employed and looking for a job.”

If you need to make updates to attract recruiters, take these precautions first:

How to Turn Off LinkedIn Update Notifications

Before making any profile changes while employed, disable the features that broadcast your updates to your network.

Step 1: Turn Off “Share Profile Updates”

Click your profile photo in the top right corner
Select Settings & Privacy
Click Visibility in the left menu
Under “Visibility of your LinkedIn activity,” find Share profile updates with your network
Toggle this setting to Off

Step 2: Turn On “Open to Work” (Privately)

LinkedIn allows you to signal to recruiters that you’re open to new opportunities without notifying your current employer:

Go to your profile and click Open to below your profile photo
Select Finding a new job
Fill in your job preferences
Under “Choose who sees you’re open,” select Recruiters only

This setting is hidden from recruiters at your current company (though LinkedIn notes it cannot guarantee complete privacy).

What Updates Are Safe to Make?

Some updates are less likely to raise suspicion:

Adding skills — Looks like professional development
Updating your photo — Could just be a refresh
Adding certifications — Shows you’re learning
Tweaking your summary — Subtle changes often go unnoticed

Avoid dramatic changes like rewriting your entire headline or adding “Open to opportunities” publicly.

When to Update LinkedIn After Landing a New Job

You’ve accepted an offer, and you’re excited to share the news. But when exactly should you update your LinkedIn profile?

Check With Your New Employer First

“My recommendation is to chat with your manager before you update your LinkedIn profile, especially if your role is public-facing,” says Ksar.

Some companies prefer to announce new hires through official channels first. Others may ask you to wait until you’ve completed onboarding or passed a probationary period.

Wait at Least One Week

Ksar suggests waiting “a week or so, as long as you’ve got your personal brand story and your role in the company defined.”

Consider what happens when you update:

Your network will congratulate you
Connections will ask questions about your new role
Recruiters and potential partners will start reaching out

Make sure you’re ready to respond thoughtfully to all of that engagement.

Consider the “What If” Factor

Sometimes a new job that looks great on paper turns out to be the wrong fit. If you update LinkedIn immediately and then leave within a few weeks, you’ll have an awkward gap—or another quick update—to explain.

While there’s no magic number, many professionals wait 2-4 weeks to ensure the role is truly a good fit before making it “LinkedIn official.”

How to Announce Your New Job on LinkedIn

Once you’re ready to update, you have two options:

Option 1: Simply Update Your Profile

Add your new position to your experience section. If your notification settings are on, LinkedIn will automatically share the update with your network, generating congratulations and engagement.

Option 2: Write an Announcement Post

For more visibility and engagement, write a dedicated post about your new role. This approach lets you:

Thank people who helped you during your search
Share what excites you about the new opportunity
Describe what you’ll be working on
Tag your new company and colleagues

Example post structure:

I’m excited to share that I’ve joined [Company] as [Title]!

After [X years] at [Previous Company], I’m thrilled to take on this new challenge. I’ll be [brief description of what you’ll be doing].

Thank you to everyone who supported me during this transition, especially [names if appropriate]. I’m grateful for the opportunity and can’t wait to see what we accomplish together.

Keep it genuine—overly polished announcements can feel inauthentic.

When to Make Other LinkedIn Profile Updates

After a Promotion

Update promptly, but consider whether to add it as a new position or update your current one. Major promotions (new title, new responsibilities) typically warrant a new entry. Minor title changes can be edited within your current role.

When You Complete a Certification

Add certifications as soon as you earn them. This is a positive update that shows professional development and rarely raises concerns.

When You Finish a Major Project

Add significant accomplishments to your current role’s description. Quantify results when possible (e.g., “Led rebrand that increased engagement by 40%”).

Annually (At Minimum)

Even if nothing major has changed, review your profile at least once a year. Update your skills, refresh your summary, and ensure your experience descriptions reflect your current responsibilities.

Looking for your next opportunity? Browse jobs on Mediabistro.

FAQs About Updating LinkedIn

When should I update LinkedIn with my new job?

Most professionals wait 1-4 weeks after starting a new job. Check with your new employer first, especially for public-facing roles. Make sure you’ve settled in and confirmed the role is a good fit before making it official on LinkedIn.

Will my boss know if I update my LinkedIn profile?

If your “Share profile updates” setting is on, your network (potentially including your boss) will see a notification about changes. Turn this setting off before making updates if you’re job searching confidentially.

Should I update LinkedIn on my first day at a new job?

It’s generally better to wait. Give yourself time to learn about your role, confirm the job is a good fit, and check whether your employer has any preferences about when new hires announce their positions.

How do I update LinkedIn without notifying everyone?

Go to Settings & Privacy > Visibility > Share profile updates with your network, and toggle this to Off. Now you can make changes without triggering notifications to your connections.

Is it okay to announce a new job on LinkedIn before starting?

It’s safer to wait until you’ve officially started. Offers can occasionally be rescinded, start dates can change, and you’ll want to describe your actual role rather than what you expect it to be.

How do I announce a new job on LinkedIn?

You can either update your experience section (which triggers automatic notifications) or write a dedicated post. A post lets you thank supporters, describe your new role, and increase engagement.

Should I remove my previous job when I update my LinkedIn profile?

No—keep your previous positions. LinkedIn is a professional history, and your past experience adds credibility. Simply add your new role and update the end date on your previous position.

What if my new job doesn’t work out after I update my LinkedIn profile?

This happens. You can either update your profile again with a new position or revert to your previous role if you return there. Brief stints at companies are increasingly common and don’t carry the stigma they once did.

Topics:

Get Hired, Job Search

Climb the Ladder

How to Withdraw a Job Application: Email Templates & Examples for Every Situation

Professional scripts for withdrawing gracefully at any stage of the hiring process

Scouted was a hiring marketplace that matched candidates to roles based on potential, serving clients from high-growth startups to Fortune 500 companies.

7 min read • Originally published January 30, 2026 / Updated March 19, 2026

Scouted was a hiring marketplace that matched candidates to roles based on potential, serving clients from high-growth startups to Fortune 500 companies.

7 min read • Originally published January 30, 2026 / Updated March 19, 2026

Last updated: January 2026

Whether you’ve accepted another offer, realized the role isn’t right for you, or have personal circumstances that changed your plans, knowing how to withdraw a job application professionally is an essential career skill. Done right, a withdrawal email takes just a few minutes to write and keeps your professional reputation intact.

This guide covers when and how to withdraw your application at every stage of the hiring process, plus ready-to-use email templates you can customize for your situation.

1. Reasons to Withdraw a Job Application

Candidates withdraw from job applications all the time. Common reasons include:

Accepted another offer – You received an offer from your preferred company
Role isn’t a good fit – After interviewing, you realized the position doesn’t match your skills or goals
Company culture concerns – Red flags emerged during the interview process
Personal circumstances – Relocation, family matters, health issues, or other life changes
Career direction change – You’ve decided to pursue a different path
Salary/benefits mismatch – The compensation doesn’t meet your requirements

The good news: if you handle it with respect and promptness, withdrawing your application won’t have negative consequences for your career.

2. When to Withdraw Your Application

The short answer: as soon as you know you don’t want the job.

Promptly informing an employer that you’re no longer interested allows them to focus on other candidates. If you’ve accepted a job offer elsewhere, withdraw outstanding applications from other companies immediately.

This is why it helps to stay organized during your job search by using a spreadsheet to track which companies you’ve applied to and your stage in each process.

3. How to Withdraw Your Application

The method depends on where you are in the hiring process:

Stage	How to Withdraw
Applied, but no interview yet	Log in to the application portal and select “withdraw application,” or send a brief email to HR
Working with a recruiter	Notify your recruiter directly—they’ll handle the rest
After interviewing	Send a personalized email to the hiring manager or your main contact
After receiving an offer	Send a thoughtful email to the hiring manager, and consider a phone call first

A brief, professional email is always the best approach—it leaves no room for ambiguity and demonstrates your professionalism even as you exit the process.

4. Email Templates for Withdrawing Your Application

Below are ready-to-use templates for different withdrawal scenarios. Customize the bracketed sections with your specific details.

Template 1: General Withdrawal Email (After Interview)

Subject: [Your Name] – Withdrawal from [Position Title] Candidacy

Dear [Hiring Manager’s Name],

Thank you for taking the time to interview me for the [Position Title] role at [Company Name]. I enjoyed learning more about the team and [something specific from the interview].

After careful consideration, I have decided to withdraw my application. [Optional: brief reason such as “I have accepted a position at another company” or “I’ve decided to pursue a different direction.”]

Thank you again for your time and consideration. I wish you and the team continued success.

Best regards,
[Your Name]

Template 2: Withdrawal Due to Accepting Another Offer

Subject: Withdrawing My Application – [Your Name]

Dear [Hiring Manager’s Name],

I wanted to reach out to let you know that I’ve accepted another position and would like to withdraw my application for [Position Title].

I genuinely appreciated the opportunity to interview with [Company Name] and learn about your team’s work on [specific project or detail]. It was a difficult decision, as I was impressed by the company culture and mission.

Thank you for the time you invested in my candidacy. I hope our paths cross again in the future.

Best,
[Your Name]

Template 3: Withdrawal Due to Personal Reasons

Subject: [Your Name] – Application Withdrawal for [Position Title]

Dear [Hiring Manager’s Name],

Thank you so much for considering me for the [Position Title] position at [Company Name]. I’ve truly enjoyed our conversations and learning about the role.

Unfortunately, due to personal circumstances, I need to withdraw my application at this time. This was not an easy decision, and I hope you understand.

I have great respect for [Company Name] and would welcome the opportunity to reconnect in the future should circumstances change. Thank you again for your understanding.

Warm regards,
[Your Name]

Template 4: Withdrawal Before Interview (Brief)

Subject: Withdrawal of Application – [Your Name], [Position Title]

Dear [Recruiter/HR Contact],

I am writing to withdraw my application for the [Position Title] position. After further consideration, I have decided to pursue other opportunities that more closely align with my career goals.

Thank you for considering my application. I wish you success in finding the right candidate.

Best,
[Your Name]

Template 5: Withdrawal – Role Not a Good Fit

Subject: [Your Name] – Withdrawing from Consideration

Dear [Hiring Manager’s Name],

Thank you for the opportunity to interview for the [Position Title] role. I appreciated learning more about the position and the team at [Company Name].

After reflecting on our conversation, I’ve concluded that the role isn’t the right fit for my skills and career objectives at this time. I want to be upfront rather than continue in a process that wouldn’t be the best match for either of us.

I have great respect for [Company Name] and wish you success in finding the ideal candidate.

Sincerely,
[Your Name]

5. Withdrawing After Receiving (or Accepting) an Offer

Declining a Job Offer

If you’ve received an offer but wish to decline, use a template similar to those above. You may also want to express interest in staying connected, especially if you’re in the same industry and may cross paths again.

Withdrawing After Accepting an Offer

This should be a last resort. According to a Robert Half survey, 28% of workers have reneged on a job offer, usually because a better opportunity came along.

If you must withdraw after accepting:

Act immediately – The sooner you notify them, the better
Call first – A phone call before your email shows more respect
Be honest but brief – Explain your circumstances without over-explaining
Apologize sincerely – Acknowledge the inconvenience you’re causing
Check your contract – Ensure you won’t breach any signed agreements

6. Tips for Withdrawing Without Burning Bridges

Be prompt – Don’t leave employers waiting
Keep it professional – Even if the interview revealed red flags, stay positive
Be brief – You don’t owe a detailed explanation
Express gratitude – Thank them for their time and consideration
Leave the door open – You never know when paths might cross again

7. Final Tip: Only Apply to Jobs You Actually Want

To reduce the likelihood of needing to withdraw, do your research upfront. Go on informational interviews, read company reviews, and honestly assess each job description before applying. Ask yourself: Can I see myself performing these duties every day?

Frequently Asked Questions

When is it appropriate to withdraw a job application?

Withdraw your application as soon as you decide the position isn’t right for you—whether due to accepting another offer, realizing the role doesn’t align with your goals, or personal reasons. Promptly informing the employer allows them to focus on other candidates.

How do I withdraw my application if I haven’t been interviewed yet?

If you’re early in the process, you can often withdraw directly through the company’s application portal. Alternatively, send a brief email to HR or your recruiter notifying them of your decision.

What’s the best way to withdraw after an interview?

Send a personalized email to your main contact (usually the hiring manager or recruiter) explaining your decision. Keep it professional, concise, and express gratitude for the opportunity.

What should I include in a withdrawal email?

Thank the hiring manager for their time, briefly state that you’re withdrawing (with an optional reason), and maintain a positive tone. You don’t need to go into extensive detail.

Can I withdraw after receiving a job offer?

Yes. Use a polite, thankful email similar to the templates above. Consider adding a line about staying in touch if you’d like to maintain the professional relationship.

What if I need to withdraw after accepting an offer?

This should be a last resort. Handle it with maximum professionalism: call first, then follow up in writing. Explain your circumstances honestly, apologize for the inconvenience, and ensure you’re not breaching any signed contracts.

Will withdrawing hurt my career?

Candidates regularly withdraw from applications without negative consequences—as long as you handle it respectfully and promptly. Maintain a professional tone to preserve your reputation in your industry.

How can I avoid needing to withdraw in the future?

Research companies thoroughly before applying. Use informational interviews and review sites to ensure positions align with your career goals and values before you enter the hiring process.

Currently job searching? Browse open positions on Mediabistro’s job board.

Topics:

Candidates, Climb the Ladder

Job Search

Got a Job Offer? What to Do Next (+ Thank You Email Templates)

7 copy-paste email templates for accepting, negotiating, or declining—plus what to do next.

13 min read • Originally published February 16, 2016 / Updated March 19, 2026

13 min read • Originally published February 16, 2016 / Updated March 19, 2026

So it finally happened. You got a job offer. Go ahead, call your mom, and pop that cheap champagne. And then get back to business.

Now, it’s time for strategy—starting with the perfect thank you email.

Before you sign that job offer or even give a verbal commitment, there are a few steps that you’ll need to take to set yourself up for success. We’re breaking it all down for you—complete with thank you email templates for every situation—to ensure you’re making the best moves after the offer. So read on. And—oh yeah—congrats!

Quick Links: Thank You Email Templates

Short Thank You Email for Job Offer
Formal Thank You Letter for Job Offer
Thank You Email After Accepting Job Offer
Thank You Email to Recruiter
Salary Negotiation Email Template
How to Decline a Job Offer (Email Template)
Thank You for Hiring Me Email

1. Be Ready for the Call

When HR calls with a job offer, you might be tempted to respond immediately. The key here is to have a line ready, such as, “Thank you so much for the offer. I am so excited for this opportunity. When would you like a response?”

By using non-committal phrases like the one above, you’ll show excitement for the role while giving yourself time to make a well-informed decision.

Most companies will be more than willing to give you time to review materials and consider the offer. If an employer requires an immediate decision, that’s a red flag. Consider it carefully if this is a company you want to work for.

Quick Guide: How to Respond to Your Offer

Depending on your situation, your immediate response will fall into one of three categories:

If you are…	Say this on the phone/email:	Next Step:
100% Ready to Accept	“I am thrilled to accept! Please send over the written agreement.”	Formally sign and send a Thank You.
Evaluating / Unsure	“I’m very excited about the role. When do you need a final decision?”	Review the full benefits package.
Negotiating	“I’m eager to join, but I’d like to discuss the compensation details.”	Draft your counteroffer letter.

2. Review the Written Offer

You should receive a written offer letter from HR around this time. This is your time to review the offer amount and, if included, perks, benefits, time off, and a sign-on bonus.

To find out if the salary offered is in line with market standards, check sites like Payscale or Glassdoor.

When considering whether your salary is on par, take a careful look at each perk and weigh them against one another. For example, if your salary is slightly below industry standard but the vacation time is overly generous, you may not need to ask for a raise.

3. Negotiate a Counteroffer

If the offer is below what you expected after factoring in all other company benefits, you might want to negotiate a more fitting salary.

Now’s the time to create a counteroffer letter.

Beginning your letter with a statement of interest and enthusiasm for the job, include your key selling points, such as how you plan to contribute to the company. Following that, write your counteroffer, a salary that should be supported through your research on the market, and the added value you plan to bring to the company.

Be ready for the company to come back, either rejecting or accepting your counteroffer.

Whatever the outcome, show your gratitude and leave the conversation on a high note.

How to Negotiate Without Losing the Offer

A common fear is that negotiating will make the employer rescind the offer. In reality, most companies expect a negotiation. To do this successfully:

The 10-20% Rule: Generally, a counteroffer at 10-20% above the base salary is considered standard practice.
Focus on “Market Value” over “Personal Need”: Don’t mention your rent or bills. Instead, use phrases like: “Based on my research for similar [Job Title] roles in [City/Remote], the market average is closer to [Amount].”
Leverage Non-Salary Items: If the budget is firm, ask for a one-time signing bonus, an extra week of PTO, or a professional development stipend for Mediabistro courses.

Salary Negotiation Email Template

If you need to negotiate but still want to express gratitude for the offer, here’s a template that strikes the right balance:

Subject: Re: [Job Title] Offer – Compensation Discussion

Dear [Hiring Manager Name],

Thank you again for the offer to join [Company Name] as [Job Title]. I am genuinely excited about this opportunity and confident I can make a significant impact on [specific project or goal discussed in interviews].

After carefully reviewing the offer and researching market data for similar roles in [location/industry], I’d like to discuss the base salary. Based on my [X years of experience in Y] and [specific skill or achievement], I was hoping we could explore a base salary closer to [target amount].

I understand that budgets have constraints, and I’m open to discussing other ways to bridge the gap, such as a signing bonus, additional PTO, or an accelerated review timeline.

I’m very much looking forward to joining the team and am confident we can find an arrangement that works for both of us.

Best regards,
[Your Name]

4. Let Other Potential Employers Know

If you’re also interviewing with other companies, you’ll need to inform them that you’ve accepted another job offer. A simple email will do. State to them something along the lines of:

I wanted to express my sincere appreciation to you for considering me as a candidate for the [position name] position. I truly enjoyed meeting your team and learning more about the outstanding work you do.

I am writing to respectfully withdraw from consideration, as I have been offered another position that more closely aligns with my skill set and goals.

I wish the best for everyone at [company name] and hope we have another chance to work together in the future.

Thank you again for this opportunity.

Sincerely,
[Your Name]

5. Thank You Emails for Job Offers: Templates for Every Situation

After receiving or accepting a job offer, sending a thank-you email is essential. Not only does this help show your excitement for the position, but it also helps keep you on good terms with the company as they finalize your paperwork.

Below are thank-you email templates for every stage of the job offer process—from the initial offer to after you’ve been hired.

Short Thank You Email for Job Offer

Keep it simple when you just need to acknowledge the offer quickly:

I wanted to formally thank you for the job offer at [Company Name]. I am very excited to begin working, learning more about the company, and finding ways to contribute my skills to the team.

Please reach out at any time if you need anything else from me. The best way to contact me is through email, but feel free to call me at [number].

Again, thank you for this opportunity. I can’t wait to begin working for such a talented team.

Sincerely,
[Your Name]

Formal Thank You Letter for Job Offer (Corporate/Executive Roles)

For more senior positions or formal corporate environments, use this polished template:

Subject: Thank You – [Job Title] Offer

Dear [Hiring Manager Name],

I am writing to express my sincere gratitude for the offer to join [Company Name] as [Job Title]. I am honored by this opportunity and excited about the prospect of contributing to [specific company initiative or team].

I have reviewed the offer letter and am pleased to confirm my acceptance. As discussed, I will begin on [start date] with a starting salary of [amount] and the benefits outlined in the offer.

Please let me know if there are any forms, background checks, or onboarding materials I should complete before my first day. I want to ensure a smooth transition and hit the ground running.

Thank you again for your confidence in me. I look forward to joining the team and making meaningful contributions to [Company Name].

Warm regards,
[Your Name]
[Phone Number]
[Email Address]

Thank You Email After Accepting a Job Offer

Already said yes? It’s still a great idea to send a follow-up thank-you email to solidify the relationship:

Subject: Looking Forward to Joining [Company Name]

Dear [Hiring Manager Name],

Now that the paperwork is signed, I just wanted to send a quick note to say how excited I am to join [Company Name]. Thank you for making the hiring process so smooth and for answering all my questions along the way.

I’m looking forward to starting on [date] and getting to know the team. If there’s anything I can do to prepare beforehand—reading materials, software to familiarize myself with, or team members to connect with—please let me know.

Thanks again for this opportunity. See you soon!

Best,
[Your Name]

Thank You Email to Recruiter After Getting the Job

Don’t forget the recruiter who helped you land the role—whether they’re internal or from an agency:

Subject: Thank You for Your Help!

Hi [Recruiter Name],

I wanted to reach out and thank you for all your help throughout the hiring process at [Company Name]. I officially accepted the [Job Title] position and couldn’t have done it without your guidance.

From prepping me for the interviews to keeping me updated every step of the way, you made the whole experience so much easier. I really appreciate you advocating for me.

Let’s definitely stay in touch—I’d love to return the favor someday if I can ever refer candidates your way.

Thanks again!

Best,
[Your Name]
[LinkedIn Profile URL – optional]

Thank You for Hiring Me Email (After You’ve Started)

After your first week or two on the job, sending a thank you email to your manager and/or the hiring team is a classy move that makes a lasting impression:

Subject: Thank You for the Warm Welcome

Hi [Manager Name],

Now that I’ve completed my first [week/two weeks] at [Company Name], I wanted to take a moment to thank you for hiring me and for making my onboarding experience so welcoming.

I’m really enjoying getting to know the team and diving into [specific project or responsibility]. The culture here is everything I hoped it would be, and I’m excited to contribute to [team goal or company mission].

Thank you for giving me this opportunity. I’m looking forward to growing with the team and making an impact.

Best,
[Your Name]

How to Decline a Job Offer (While Still Saying Thank You)

Sometimes, the right move is to say no. Maybe you received a better offer, the salary didn’t meet your needs, or after reflection, the role just isn’t the right fit. Whatever the reason, you’ll want to decline gracefully while still expressing gratitude—burning bridges is never a good look.

Email Template: Declining a Job Offer Politely

Subject: [Job Title] Position – Thank You

Dear [Hiring Manager Name],

Thank you so much for the offer to join [Company Name] as [Job Title]. I truly enjoyed learning about the role and meeting the team during the interview process.

After careful consideration, I have decided to pursue another opportunity that I feel is a better fit for my career goals at this time.

I have great respect for [Company Name] and the work you’re doing in [industry/area]. I hope we have the chance to connect again in the future.

Thank you again for your time and consideration.

Best regards,
[Your Name]

6. The “What Next” Checklist: After You Sign

Once the digital ink is dry, the real transition begins. To ensure a smooth handoff from candidate to employee, follow these “what next” steps:

Confirm your start date and arrival details: Don’t assume. Ask if you are reporting in person or logging on remotely, and at what time.
Complete your background check and I-9s: Most media and corporate roles require third-party verification. Complete these immediately to avoid delaying your first paycheck.
The “Notice” Period: Resign from your current position professionally. Standard practice is two weeks, but check your current contract for specific requirements.
Request a Tech Onboarding list: Ask HR what hardware or software you’ll need to be familiar with. In digital media, knowing if you’re on Slack, Microsoft Teams, or Google Workspace ahead of time reduces Day 1 anxiety.

7. Don’t Update Your Online Job Status—Yet

Sure, you’re excited to update your LinkedIn and other social networks with your newly minted job title. But it’s better to wait.

Once you’ve been with your job for a few months and are sure it’s the place for you, it’s a safe time to update your social networks with your new job title.

Brush up on a skill to get a jump-start on that new job. Check out Mediabistro’s online courses to get started. Whether you’re looking for a crash course or a full courseload, our instructors deliver the most in-demand skills for today’s digital media jobs.

FAQs: Thank You Emails for Job Offers

Q: Should I send a thank-you email after accepting a job offer?

A: Yes, absolutely. Sending a thank-you email after accepting a job offer is a professional courtesy that shows your enthusiasm and leaves a positive impression. Keep it brief—express your excitement, confirm key details like your start date, and let them know you’re looking forward to joining the team.

Q: How should I respond when I receive a job offer call?

A: Express gratitude and excitement for the opportunity, and ask for time to review the offer details before giving a response. A good line: “Thank you so much for the offer. I am so excited for this opportunity. When would you like a response?” It’s important to communicate your interest while ensuring you have enough time to make an informed decision.

Q: How long do I have to respond to a job offer?

A: Most employers expect a response within 3-5 business days. If you need more time, it’s perfectly acceptable to ask—just be professional about it. Anything longer than a week without communication may signal disinterest to the employer.

Q: What are red flags to watch out for when I get a job offer?

A: A major red flag is if the employer pressures you for an immediate decision. Other warning signs include: a verbal offer with no written follow-up, vague job responsibilities, significant changes from what was discussed in interviews, and reluctance to share compensation details. Companies should allow you time to review the offer and make a well-informed decision.

Q: How can I determine if the salary and benefits are competitive?

A: Use websites like Payscale, Glassdoor, or Levels.fyi (for tech roles) to research market standards for the position. Evaluate the entire compensation package, including perks and benefits, against industry norms.

Q: What steps should I take to negotiate the job offer?

A: Draft a counteroffer email expressing your enthusiasm for the position, highlighting your key selling points, and proposing a revised salary based on your market research and the value you bring to the company. Use the salary negotiation email template above as a starting point.

Q: How do I thank a recruiter after getting the job?

A: Send a brief, genuine thank-you email acknowledging their help throughout the process. Mention specific ways they supported you (interview prep, updates, advocacy) and offer to stay in touch or refer candidates in the future. Use the recruiter thank you template above.

Q: What should I say after accepting a job offer?

A: After verbally accepting, send a follow-up email that: (1) thanks them for the opportunity, (2) confirms your start date and key terms, (3) asks about any pre-boarding paperwork or preparation, and (4) expresses your excitement to join the team. See our thank you email after accepting template.

Q: How do I inform other potential employers about my job acceptance elsewhere?

A: Send a courteous email to withdraw your application, expressing appreciation for the opportunity and possible future collaboration. Be prompt—once you’ve accepted an offer, let other companies know so they can move forward with other candidates.

Q: What should I include in a thank-you email after accepting a job offer?

A: Thank the employer for the opportunity, express your excitement about joining the team, confirm key details (start date, salary), ask about any documents or preparation needed, and provide your contact information. Keep it professional but warm.

Q: When should I update my job status on social media after accepting a new position?

A: Wait until you’ve been in the position for a few months and are sure it’s the right fit before updating your job status on social media platforms. Updating immediately can be awkward if the role doesn’t work out.

Q: Should I send a thank-you email after I’ve been hired and started working?

A: Yes! Sending a thank you email after your first week or two is a thoughtful gesture that makes a great impression on your new manager. Thank them for hiring you, mention something positive about your onboarding experience, and express your excitement about contributing to the team. Use our “thank you for hiring me” template above.

Last updated: January 2026

Topics:

Get Hired, Job Search

Business Basics

How to Make the Editing Process Go Smoothly as a Freelancer

Because there will always be edits, be ready to take them on

By Celeste Mitchell

Celeste Mitchell is an editorial writer and editor with nearly 30 years of experience creating consumer lifestyle content for publications including Marie Claire, Cosmopolitan, Good Housekeeping, and SELF. She previously served as Deputy Editor at Cosmopolitan and taught journalism courses through Mediabistro.

4 min read • Originally published November 21, 2003 / Updated March 19, 2026

By Celeste Mitchell

4 min read • Originally published November 21, 2003 / Updated March 19, 2026

It’s hard enough to land a freelance writing assignment, but, sometimes, a grueling editing process can be even worse. You want the process to go smoothly, but you also want to keep your work from getting walked all over. You want to stand up for language and structure that you labored over, but you also don’t want to jeopardize your relationship with the publication.

For guidance on how to make the editing process work best, we checked in with freelance editor and journo professor, Charlie Butler, who works with many of the magazine’s freelancers.

“Being a freelance writer is tough,” he says. “Of course you have to be a solid writer and reporter, but it’s also important to handle yourself in a way that makes the process collaborative.” So how do you make the process collaborative? Here are Charlie’s tips:

1. While you’re working on the article, it’s hugely important to keep your editor updated, whether by phone or email. This is particularly key if this is a new relationship; there’s a lot of anxiety—on both sides—the first time around. Most editors are in a position to offer a bit of wiggle room on a deadline as long as you give them one to two weeks’ warning. Whatever you do, don’t surprise them on the actual due date with a note saying the piece isn’t ready.

2. Follow the instructions laid out in the assignment letter. When an editor gives you specific details about what to include in the piece, make every attempt to get them. If during the reporting process you find that some of the information just doesn’t exist or you can’t track it down, contact your editor and brainstorm a solution. If you find yourself veering off track, let your editor know. If you’re having trouble getting the sources the magazine needs, see if he can help open a door and lead you down the right path. No editor wants to be surprised when the piece comes in.

3. Don’t hand in crummy copy. Know the level of writing a magazine regularly publishes, and meet it on your first attempt—or at least give it your best shot.

4. Don’t get cranky when an editor asks for additions to your original manuscript or a revision with a different spin. He knows you’re ready to move on to the next project, and he appreciates the time and effort you’ve devoted up to that point. He’s ready to move on as well, but until the article is up to snuff, you’re still the one responsible for fixes.

5. Don’t be late with a revise. By the time you’ve been through a second or third draft, there’s precious little time remaining in the production schedule for playing around. Make the changes and kick it right back.

6. Approach the process as a collaboration between you and your editor. It is not a competition, so drop your battle gear and never get defensive or emotional. Attempt to resolve all differences in a respectful manner. Remember, both of you share a common goal to produce an article of the highest quality. If you don’t like or don’t understand something your editor has done to your copy, raise the issue in a professional way.

7. During the revise phase, focus your attention on answering the specific questions your editor has asked. This is not the time to add new topics that you think might be better.

8. When your editor asks for more substance in an anecdote, or for greater depth in your reporting, don’t balk. These are reasonable requests. While it’s tempting for writers to think an editor is overreaching, it’s unlikely. Think of it this way: It’s your editor’s job to understand the idiosyncrasies of his magazine, as well as the unique preferences of its editor. Often, requests for additional reporting fall into those categories. So instead of saying, “I looked everywhere and can’t find it,” just roll up your sleeves and start digging.

9. Don’t hit your editor with a major fact-checking change in the final stages of production (i.e., close week). And even more importantly, don’t rely on the magazine’s fact checker to catch sloppy reporting.

10. And speaking of closing week, don’t be that MIA writer so many editors find annoying. You’re the primary point person for this article and the person your editor turns to for answers to last-minute questions from his bosses or the fact checkers. The night your story is shipping is not the time for a spur-of-the-moment trip to a secluded cabin out of cell-phone range.

At least not if you want to work for that mag again.

Topics:

Business Basics, Go Freelance

Journalism Advice

Pitches That Worked: The Query Letter That Landed a Parents Magazine Assignment

We break down why a query landed its writer a Parents assignment

6 min read • Originally published September 11, 2006 / Updated March 19, 2026

6 min read • Originally published September 11, 2006 / Updated March 19, 2026

Welcome to Pitches That Worked, a new feature for AG members that takes an actual query letter that landed its writer an assignment, and breaks down just what made it successful. Consider it your guide to the nuts and bolts of assignment-worthy pitches, complete with comments from the author of the pitch and the editor who fielded it about what made it work.

In this first installment, we illustrate (with numbered, hyperlinked comments) how freelancer Betsy Noxon’s pitch to Parents magazine has the ingredients essential to a convincing query. Plus, she and Parents‘ articles editor, Mary Hickey, describe in their own words how Noxon’s pitch led to a published piece.

What the Writer Did

Betsy Noxon: “The idea for this pitch first generated with thoughts on pre-teens and envy. My nephew commented that some of his friends had all the cool electronics and games. This got me thinking about all the pressure kids feel about having material things so they can fit in at school. I spoke to some friends whose kids are this age, too, and recalled my experiences as a 9-12 year old.

“I called upon an expert in the area to verify that indeed, kids coping with being a part of the in crowd is a natural part of a child’s development.

“My original pitch focused on envy, but when Mary called to discuss, she felt my pitch was more about fitting in. Around this time, I was taking mediabistro’s online ‘Master The Pitch Letter’ class with James Sturz. I reworked the pitch, submitted it to my class for review, then revised and emailed it to Mary. I heard back from her later that day, [saying] she wanted to go ahead with the piece.”

The Pitch

March 17, 2005

Mary C. Hickey (1)
Articles Editor
Parents
375 Lexington Ave.
New York, NY 10017

Dear Mary: (2)

From the latest PlayStation game to the hottest jeans to the right haircut – kids gotta have it to fit in. If not, their worlds fall apart. (3)

For your “As They Grow” department for the 9-12 age group (4) I propose a 1,000- word piece (5) on why kids need to fit in with their friends and how parents can handle this need. (6) I’ll examine what parents can do to nurture individuality, while caring for their child’s self-esteem.

The article will give an example
(7) of a family that deals with the issues their child faces when trying to fit in and show how they are successfully working through it. The piece will give parents tips on how to handle their kids’ need to fit in and what to do when their child isn’t part of the “in” group. (8) I will also address how parents can negotiate with their kids on the things they want. Ben Shain, MD, PD, head of the Child and Adolescent Developmental Psychiatry department at Highland Park Hospital in Highland Park, Illinois notes (9), “During these years parents shouldn’t dismiss their child’s need to fit in, but empathize with their child.” A sidebar (10) will give a bulleted list on how kids can handle teasing and cliques, as suggested by child development experts.

I am a parent of two young sons and have a niece and nephew, both age nine, who are dealing with these issues now. (11) We met at the Writers & Editors Conference in Chicago last summer. (12) Since then, I’ve mailed some of my clips to you for your file. I’ve published parenting and health stories in North Shore magazine, Chicago Parent magazine and The Chicago Tribune, and have a piece on scholarships to be published in AARP The Magazine’s May/June issue. (13)

I look forward to hearing from you soon about my proposal.

Best,
Betsy Noxon

Why the Editor Bit

Mary Hickey: “The pitch was very clearly focused and showed that [Noxon] was completely familiar with the section of the magazine she was pitching this for. She knew the format of the column — i.e., that it always includes a sidebar. And, she also did a little research and talked to an expert to establish that this is, in fact, an issue that parents of kids in this age group are dealing with.

“So many pitches I get are for stories that we’ve done within the past year. I think a lot of writers make the mistake of not looking at back issues to make sure their idea isn’t something we’ve done fairly recently. I don’t expect them to go back over years of issues, but they certainly should look at the last ten or so issues.”

Key Components of the Pitch

(1) Correct address information for the outlet’s assigning editor, formatted properly for a business letter, is essential — including the properly spelled name and title of the person to whom the pitch is addressed. Back to pitch

(2) Noxon addresses her pitch directly to Hickey, avoiding the impersonal “To whom it may concern.” Back to pitch

(3) Noxon jumps right in without any distracting preamble. Her tone is clear and authoritative from the start, implying that she knows their subject. Back to pitch

(4) Noxon targets a particular section of the magazine, showing that she’s familiar with Parents. Back to pitch

(5) Stipulating a word count shows that Noxon has thought about how long her story should be to adequately cover her topic. Word count is consistent with the length of pieces that typically run in the section she’s writer is targeting; again, demonstrating her knowledge of Parents. Back to pitch

(6) Heightening its potential appeal to Hickey, Noxon proposes a story with a dual purpose: explaining children’s need to fit in, and arming parents with ways to deal with it. The idea has a service element to in line with Parents content’s goal of helping parents guide their children by providing useful insights. Back to pitch

(7) Now that she’s clearly laid out her story idea, Noxon shows how she’ll flesh it out, concisely describing an example she can provide, thus showing Hickey that she’s already done research to back up her story and can provide evidence to prove her piece’s thesis. Back to pitch

(8) By mentioning her intended article’s “tips” component in her pitch, Noxon again plays up the service aspect. Back to pitch

(9) Citing an expert source with a direct quote lends depth to Noxon’s pitch and proves that with her story idea, she’s onto a larger phenomenon. Back to pitch

(10) Suggesting a related sidebar is consistent with the format of the Parents section Noxon’s targeting, again lending depth to her proposal and proving she knows the magazine’s format. Back to pitch

(11) Referencing the children in her own life helps Noxon illustrate the issues within her proposed story on a personal level, lending yet another dimension to her pitch and further proving to Noxon the need for this proposed story. By explaining that her niece and nephew are “dealing with these issues now,” Noxon telegraphs an actual need for her piece without veering into melodrama. Back to pitch

(12) Referring to how she met Hickey, Noxon describes where and when it occurred — a sound strategy, since Hickey may not recall their encounter. Back to pitch

(13) Concluding with examples of where the she’s been published and which topics she’s covered always works, but it’s especially helpful when, as in Noxon’s case here, those topics correspond with the story being proposed. Noxon wraps up with concrete evidence (i.e. previously published pieces) that she can deliver. Back to pitch

Topics:

Go Freelance, Journalism Advice, Pitches That Worked

Journalism Advice

Pitches That Worked: How a First-Time Pitcher Landed in Time Out New York

This writer's pitch had one NY weekly thirsting for his article

5 min read • Originally published October 16, 2006 / Updated March 19, 2026

5 min read • Originally published October 16, 2006 / Updated March 19, 2026

Welcome to Pitches That Worked, a new feature for AG members that takes an actual query letter that landed its writer an assignment, and breaks down just what made it successful. In our third installment, we illustrate (with numbered, hyperlinked comments) how first-time article-pitcher St. John Frizell crafted a “perfectly pegged” pitch on beer gardens — in one of mb’s own travel writing classes with James Sturtz — that had Time Out New York thirsting for his story.

What the Writer Did

St. John Frizell: I was in James Sturz’s “Intro to Travel Writing” class at the time, and this pitch was a class assignment: Pitch a travel-style article to a local magazine or newspaper. For some time, I had been doing my own research on New York’s German restaurants, and I had just discovered Zum Schneider and Hallo Berlin. October was six weeks away, and an Oktoberfest roundup seemed like a no-brainer. Jean Tang, a fellow student, liked the pitch and told me I should send it to her friend Maile Carpenter, then food editor at Time Out New York. It seemed like a perfect fit for Time Out, where easily digestible food/entertainment roundups are king.

I made sure to include Jean’s name in the letter, and I wrote it as much in “Time Out–style” as possible. It was sent via email, but I don’t remember the subject line. I also said that I was a Bon Appétit staffer, which was true — though I was a copywriter at the time, not an editor. I was never asked to clarify. The editor bit on the pitch right away, because it was perfectly pegged — I sent the pitch in mid-August, just when they were finalizing their content for late September and early October. She emailed me back a couple of days later, with a few refinements to the pitch: a shorter article, two sidebars, and she only wanted to feature restaurants that were hosting some kind of Oktoberfest celebration — which prompted one of the venues to think up a celebration on the spot.

The Pitch

August 13, 2002

Dear Maile Carpenter,

Germans may not be known for their ability to have a good time, but they did invent the beer garden, which may be a perfect recreational concept — perfect, that is, if you prefer to enjoy your beer, bratwurst and polka in the great outdoors. And in the first days of autumn, when the air is crisp and the lager’s crisper, what New Yorker doesn’t? (1)

I propose a roundup of New York City’s beer gardens for Time Out New York, just in time for Oktoberfest (2). Our mutual associate Jean Tang (3) assured me that this article was right up your alley (4). I’ve catalogued local beer gardens using the following criteria: (5) The establishments must offer a) beer; b) a garden; and c) the critical element, without which a beer garden is just a patio bar: sausage.

I’ll tell TONY readers what Queens landmark cooks bratwurst the way God intended (6) — simmered in beer, then grilled — and what outer-borough patio bar serves Polish swojsk that goes “from the smokehouse to your belly in two days.” I’ll introduce them to some old Bohemiam beer slingers, and the sausage-mad chef (7)at a New York “yacht club with no dress code, no walls, no ceiling and no running water. Sidebars will define key beer garden terms (8), so TONY readers will be able to tell a knackwurst from a weisswurst and pronounce the Teutonic tongue-twisting names of beers, like Reissdorf Koelsch and Schlenkerla Rauch Bier.

As a Bon Appétit staffer and a green-thumbed beer gardener (9), I’m certain I could have a 2,000-word (plus sidebars) article to you before your October deadlines (10). Clips (or apreview of the article (11) — I have extensive notes) are available on request. I’ll call you on Thursday to discuss this further (12).

Prosit! (13)

Yours,
St. John Frizell

Key Components of the Pitch

(1) Posing his story idea as a rhetorical question, the writer marries several surefire elements to pique a New York-centered magazine’s interest: activities New Yorkers enjoy, a celebration of the season, and beer-drinking. By capturing the reader’s interest early on, the pitch is immediately off to a compelling start. Back to pitch

(2) Early in his pitch, the writer states a clear hook (i.e. reason) for his piece: Oktoberfest, the annual German festival celebrated worldwide, in which beer plays a central role. Back to pitch

(3) Referring to their shared contact as a “mutual associate” confers professionalism — more appropriate to business correspondence than “my friend.” Back to pitch

(4) The writer clearly states that he’s tailored his pitch to the publication, music to most editors’ ears. Back to pitch

(5) Listing his “criteria” proves that the writer’s not just using his own personal preference to evaluate the beer gardens, but that there’s some objective standard by which he’s judging them. Back to pitch

(6) Phrasing like “I’ll tell… readers” underscores the writer’s intimate knowledge of his subject, enabling him to dispense the kind of insider information that’s TONY‘s bread and butter. Back to pitch

(7) Referring to characters like a “sausage-mad chef” shows that the writer’s got sources he can go to for quotes, and proves he’ll be filling his article with colorful, engaging details — not to mention zany personalities. Back to pitch

(8) Proposing sidebars to accompany the main article underscores that the writer’s topic merits coverage, and that he’s knowledgeable enough about the subject to communicate information in an easily-digestible sidebar format. Back to pitch

(9) Combining a mention of his related credentials (i.e. working for Bon Appétit) with a witty description of his knowledge of beer — and the gardens where it’s consumed — is a great way for the writer to tout his relevant experience without seeming pretentious. Back to pitch

(10) Specifying the intended length and format of his proposed piece and mentioning the October timing gives the editor important details she needs to schedule an article. The writer’s knowlege of the editorial needs means it’s that much easier for the editor to go ahead and assign the piece. Back to pitch

(11) For newer writers (read: those with fewer clips) or those pitching an outlet for the first time, offering a piece on spec is a great way to show editors that you can produce the piece you’re promising. Back to pitch

(12) Indicating exactly when and how you plan to follow up gives an editor advance notice on when they can expect to hear from you — a good tactic, so you can follow up without seeming as if you’re badgering them. Back to pitch

(13) Don’t be afraid to end on a fun note: Here, the writer’s cute closing makes perfect sense, as “prosit” means “cheers” in German. Back to pitch

Topics:

Go Freelance, Journalism Advice, Pitches That Worked

Journalism Advice

Pitches That Worked: How a Contrarian Angle Won Over Salon’s Editors

Arguing against majority opinion landed this writer an assignment

7 min read • Originally published September 28, 2007 / Updated March 19, 2026