How to Respond to a Job Offer Email: Templates to Accept, Decline, or Negotiate Professionally
Image source: https://unsplash.com/photos/a-woman-sitting-at-a-table-talking-to-another-woman-GB4ScXwxNGI
Getting a job offer email from the hiring manager usually marks the end of your job search process. While it may be tempting to jump in immediately, it is best to step back and consider it one more time before sending your response.
In this article, we will explain how to write a professional job acceptance letter, how to negotiate terms in your job offer if you need to, and how to politely decline the offer if you've undecided.
What Is a Job Offer Email and Why Your Response Matters
A job offer email is a formal communication inviting you to join the company in a particular role. It is a written contract that clearly states your terms of employment, job title, start date, salary and bonuses, and other details.
An official job offer should always go in written form. If you received a verbal offer, it should be followed by a job offer letter that you officially accept for the record. It confirms all details of the employment agreement. If you'd like to negotiate salary, paid vacation, or other terms of employment, you should do it before you formally accept a job offer.
Giving a timely formal job offer response is crucial to maintain professional communication and to smoothly move further in the hiring process. Moreover, if no timely response is received, the company might revoke a job offer.
How long to respond to a job offer?
Career experts recommend that you accept the job offer in no later than 24 hours after receiving an email. If you need extra time to carefully evaluate everything before accepting a new job, make it clear in your response. Don't leave the offer letter without a response for days–the company might decide to move on with another candidate.
What if you received a job offer via phone or video call?
Some hiring managers will schedule a phone or video call with you before they email the initial offer. If you received a job offer by phone, answer on a positive note and show appreciation. After that, you can take a few days to think it over (if you need to). It is best to verbally accept a job offer, but mention that you will get back to them after closer consideration.
General Structure of the Job Offer Acceptance Letter
If you are ready to accept a job offer and put an end to your job hunting, you need to respond with a formal acceptance email. Here are some tips to answer to acknowledge a job offer via email:
- Use a clear subject line. Example: "Marketing Manager, Job ID #12284 - Job offer Acceptance. A concise subject line communicates your response before the hiring manager opens the letter.
- Address the hiring manager by name. Use a formal greeting, for example, "Hi Nina, I am writing to formally accept the job opportunity..." This is the basis of smooth professional communication and strengthen the good impression.
- Accept a job offer. Formally state that you've made a final decision. Include a full job title and company name name for clarity. It is essential for employment records and helps minimize future misunderstandings.
- Be grateful. Example: "I thank you for this incredible opportunity and am looking forward to joining your team." It shows your appreciation and your excitement about the role.
- Confirm the details. Your formal job offer has all the details, but it helps to restate the most important ones in your letter once again. It's especially helpful if you negotiated salary expectations, sick days, or other benefits. Example: "I confirm that the annual salary of $96,000 a year, remote work format, and the start date of 12.08.2025."
- Ask about the next steps. If something isn't clear for you, don't hesitate to ask. Of course, it's not time to re-negotiate specific details of the offer, but rather what to expect next. Example: "I was wondering about the next steps. Do I need to come to the office to sign papers? What does the onboarding process look like?"
- Proofread the letter. Take the time to check your letter using an online spell checker and re-reading it manually. Your letter stating that you accept the job offer should look polished and professional, so don't let typos spoil the day.
Keep your professional job offer email response short and focused. At the same time, don't forget to reiterate the essential details to avoid misunderstandings later on.
How to Accept a Job Offer: Email Example
If you are ready to accept a new job, it is crucial to send your confirmation in written even if you've come to verbal agreements. Here's a job offer acceptance email template if you're happy with the terms. It reiterates your willingness to join the organization and lets the hiring manager start the onboarding process, while maintaining professionalism in communication.
Dear Lauren,
Thank you for offering me the position of Software Engineer at ABC Company. After giving it a careful review, I am delighted to accept your offer and look forward to joining your team.
As stated in a job offer letter, I accept my starting salary of [Salary] for this role and also accept the terms and policies as detailed in the letter. Please let me know about the next steps I have to take prior to onboarding.
Kind regards,
Corey Walker
This job offer acceptance email works great if you have found a dream job. If you still have concerns or would like to negotiate better terms, you'll find example letters below.
How to Respond If You're Undecided About a Job Offer
For those who need to delay job offer response or need extra time to think it over, a template below will work best.
Here's the most realistic scenario: you are enthusiastic about the company and role and want to end your job hunt. Yet, you are not ready to respond yes or no immediately. Maybe, you are waiting for a response or offer from the other company. Or maybe, you are not quite happy with the base salary or benefits and want to carefully review everything.
To respond to job offer with conditions, thank the hiring manager for the offer and show excitement, but clearly state that you request time to make a final decision.
Dear Oliver,
Thank you for offering me the Senior Architect position at ABC Company. I truly appreciate you taking the time to interview me and share more about the opportunity.
Before I accept a job offer, however, I would like to learn more about the company policy regarding hybrid work. Would it be possible for me to work remotely one or two days per week to attend to my family obligations? I appreciate it if you could give me a response.
Regards,
Corey Walker
In this situation, show excitement and enthusiasm anyway, and say that you need more time to make an informed decision. If you have specific questions in mind, ask them directly via email. Yet, if there are too many questions, don't send a job acceptance email yet. Suggest a video call to discuss all concerns you have.
How to Decline a Job Offer Politely and Professionally
If something about the company or the opportunity doesn't seem to be a good fit, you will want to send a polite and appreciative letter declining an offer. Thank the hiring manager for the opportunity, express gratitude, and state the reason for rejecting the offer if possible. Here's a polite way to turn down a job offer email:
Dear Alice,
Thank you again for offering me the Software Engineer position at ABC Company. I was truly impressed with the company and the team during the interview process, and I appreciate you taking the time to share more about the role.
After careful consideration, I have decided to accept another offer at this time. I wish you all the best in your search for a qualified candidate, and I hope that I'll have the opportunity to work with you in the future. Thank you again for your time and consideration.
Sincerely,
Lisa Peterson
In this decline job offer email, you acknowledge the opportunity, give a reason for not accepting an offer, and wish good luck for the future. Such a letter helps maintain professional and respectful tone, which might be helpful if you want to work there in the future.
How to Negotiate a Job Offer by Email
Usually, recruiters expect candidates to negotiate after receiving a job offer. If you like the company and the position overall but would like to get a higher salary or benefits, send a negotiate job offer email.
The most common subjects for negotiation are salary, benefits, remote work policy, tuition reimbursement, and PTOs. No need to negotiate all of them at a time–a new employer might get an impression that you are only interested in financial motivation. Focus on those that are most important for you.
When writing your job offer acceptance letter, show gratitude and appreciation for the opportunity. Then, clearly mention that you have questions about the terms of the offer and you'd like to clarify them.
Here's how to approach employment terms clarification:
- Show gratitude. Firstly, show appreciation for the opportunity to set the positive tone. Example: "Thank you again for the offer. I'm very enthusiastic about this opportunity and can't wait to contribute to your marketing strategy."
- Be realistic. During employment terms clarification, it's important to set realistic expectations. You can negotiate terms or working schedule, but don't hope for cardinal changes. If they offer a full-time office position, don't hope for a 100% remote. One day of remote work per week would be a good balance.
- Don't be afraid to counter-offer. If you'd like to negotiate more PTOs but the employer turns down your request, suggest something instead. Example: "As I realize, 15 PTO days a year are the maximum you can offer. How about one or two days of remote work a week so I can save time on commute and attend to family matters?"
- Stay calm and polite. The employer might turn down your requests and offer nothing instead. Keep your tone polite and respectful anyway, and avoid complaining about your financial needs or manipulating. Decide if you're ready to accept a job offer as it is, or it is best to keep looking.
Job offer acceptance email with conditions template
Here's a sample email where a candidate formally accepts the offer, yet shows their willingness to discuss the terms further. You may ask your questions in the email, or, if you have a few issues to clarify, suggest to schedule a short phone call to discuss the key points in detail.
Dear Marissa,
Thank you so much for offering me the Software Engineer position at ABC Company. I was truly impressed with the team and the company's work, and I am excited about joining the team.
While I am very interested in the position, I have a few questions, particularly about the starting salary and the relocation package. Would you be open to discussing these details further? I am available to speak at your earliest convenience.
Best regards,
Laura Lee
Salary negotiation tips
If the job duties, start date, and other details suit you but you'd like to negotiate a higher salary or more benefits, here's how to do this effectively:
- Do your homework. Research online resources, including average salaries for your position and your industry. Consider what you can bring to the table - any additional skills, foreign languages, and training are good reasons to aim for a higher amount.
- Consider the whole package. For some job offers, hiring managers are not ready to offer higher pay. Yet, they might offer you better benefits - more sick days, compensation for tuition, bonuses, health insurance, etc. Try to negotiate a better benefits package.
- Prove your worth. Explain to the hiring manager why you'd like to negotiate a higher salary. You might say, "According to my research, the median salary for software developers in Washington is X. Considering my 5+ of experience in the industry and a year of experience training junior developers, I believe that X would be a good starting salary."
- Stay realistic. The employer will not give you the salary that dramatically differs from the initial offer. If the offer has $97,000 a year, it's unlikely that you can negotiate $125,000. Aim for a 5-15% increase if the salary offered is within the industry average.
- Be ready to leave. Determine your non-negotiable–the lowest amount you need to make a living. If the salary is below this amount, be ready to decline the offer.
Good Questions to Ask Before Accepting a Job Offer
The whole process of interviewing and negotiating the details of the offer might seem intimidating. Asking the right questions will help you learn more about the job description, company culture, and reassure you that you are making the right decision.
If you're not sure what exactly to ask, here are some good questions to ask before accepting a job offer:
- What are the company's goals and objectives for the next year, and how can I contribute?
- What are the biggest challenges the company is facing right now?
- How would you describe the company culture and values?
- What opportunities for professional growth and advancement are there?
- What is the company's policy on remote work?
- What is the company's policy on diversity and inclusion?
- What work-life balance does the company expect?
- Do you hand in the employee handbook or offer onboarding in any other way?
- What will be my goals for the next 3 and 6 months?
- Is the salary negotiable? Do you offer annual base salary increase?
Asking the right questions can help you negotiate better terms of cooperation. So, don't be afraid to clarify! In the process of job offer consideration, you can still renegotiate terms that aren't quite comfortable to you. Keep the job offer letter response time short to save your and employer's time.
Bonus tips on how to write a job offer acceptance letter
As you finalize and format your job offer letter, take these tips into account to send a polite, professional response:
- Read the letter carefully. You don't want to overlook important details and find out that your company does not offer dental benefits. Read the job offer multiple times until you know every detail.
- Confirm key details. When responding to the formal job offer, repeat the most important details in your letter. Write the salary, bonuses, start date, work format, and anything else you consider important. It helps avoid occasional mistakes and misunderstanding, and also documents the details of offer in case they arise in the future.
- Respond on time. It is considered professional to respond to a job offer in 24 hours or sooner. If you need more time to think, thank them for their offer anyway and mention that you need some extra time to weigh all the pros and cons of the offer.
- Stay calm and professional. Even if the employer offers a lower salary than you discussed during the final stages of the interview process, don't get angry or upset. Always remain respectful and professional.
- Check the grammar. Poorly written email communication makes the wrong impression. Read your email multiple times or use a spell checker to catch any occasional mistakes.
You have accepted a job offer. What's next?
If you decide to accept a job offer from the company, a well-written job offer acceptance email will be your first step to successful cooperation. Keep it short and polite, express enthusiasm about the new role and challenges, and be ready to negotiate better terms.
After confirming the offer, it's time to get prepared. Hand in the notice to your current employer, get the paperwork done, and start preparing for your first day in a new role. Good luck!
Get Professional Help with Your Resume
To enjoy more job offers from employers and improve your career prospects, start with updating your resume. At ResumePerk, we offer resume-writing services to professionals at all career levels. We will create a keyword-rich, achievement-driven resume customized to your career goals to help you stand out to employers. Chat with us for a free consultation or order your brand-new resume with a discount.
Not sure if you need a resume rewrite? Get your resume reviewed by our experts. Send us your old resume, and we will send you a detailed summary of its strengths and areas for growth. It takes our resume writer 3-4 days to review your resume. Send your resume today to boost your career!