How to Respond to a Job Offer Via Email (With Examples)

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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 guide you through sending the acceptance letter to hiring managers, including:

• how to write a polite and professional job acceptance letter
• how to negotiate terms in your job offer before you formally accept it, and
• what to do if you're undecided or have another job offer.

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What is a job offer letter?

A job offer is a formal letter inviting you to join the organization in a particular role. It is a written contract that clearly states your terms of employment, start date, salary and bonuses, and other details.

A hiring manager can inform you about the job offer in person, by phone, or by email, but any informal offer must be followed by a formal job offer letter with employment details confirmed.

What to expect in a formal written offer

A formal job offer letter typically includes the following details:

• Your job title
• A clear description of your duties and responsibilities
• Starting date
• Terms of employment (e.g. full-time, part-time, or internship) and duration
• Your starting salary
• Perks and benefits package, including health insurance, bonuses, equity, etc.
• Your supervisor's name and title
• Company name and information.

No matter how excited and relieved you feel, you don't have to respond to a job offer instantly. You might want to take your time to evaluate the terms you are being offered and do your research before making a final decision.

Not sure if you should accept a job offer? Read our guide on what to consider before you accept a new job.

The timeline for responding to a job offer

How soon should you respond to a job offer? The interview process can be time-consuming, and the sooner, the better. However, it is best to clarify with the future employer how fast they expect a response from you. Some are willing to wait up until a week, while others want to hear whether you will accept a job offer in two business days.

After you've received the initial job offer by email or verbally, thank them for the opportunity, show your interest and excitement, and ask to get back to them later.

Example:

"Thank you for offering me the Software Developer position with your company. I am thrilled about the opportunity and would like to join the team. However, I would like to give the offer careful consideration before formally accepting it. Would it be suitable if I got back to you on Friday morning?"

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. They want to get a sense of how excited you are about the new job and what you think about the terms of employment offered to you.

Here's how to respond to a verbal offer:

• Show interest and excitement - respond to the news on a positive note and show interest and appreciation. Mention something about the opportunity that you like most.
• Take time to think- you are not pressured to give an instant response. Moreover, if you instantly say "yes", you'll find it harder to negotiate salary and terms later on. It is best to verbally accept a job offer, but mention that you will get back to them after closer consideration.
• Clarify the deadline - ask when they will send you the offer via email so you can carefully evaluate it. Specify how soon they expect you to officially accept or decline an offer.

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 is what to include in your letter:

1. Expression of gratitude. Always thank the employer for their offer and convey enthusiasm about the new job.
2. Acceptance of the offer. Clearly state that you accept the job offer and the terms offered to you. If something is not clear or you want to negotiate, below you'll find examples for these situations.
3. Questions about the next steps. Ask any questions about the onboarding process, papers you need to sign, and more.

Keep your email to the HR manager short. If you have too many questions before accepting the offer, it is best to schedule a phone conversation.

How to accept a job offer: Email example

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 to a job offer email when you're undecided

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. Maybe, you are not quite happy with the base salary or terms. Or maybe, you need more time to carefully review the opportunity.

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.

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

How to decline a job offer letter 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. Try to sound appreciative and professional.

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

What to write in a job offer email letter when you want to negotiate

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, don't be shy to initiate this conversation.

When writing your job offer acceptance letter, show gratitude and appreciation for the opportunity and clearly mention that you have questions about the terms of the offer and you'd like to clarify them. You can ask these questions in an email directly, or if negotiating on the phone is more convenient for you, schedule a phone call.

Here's how to structure your email letter in this situation:

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

How to negotiate the job offer professionally?

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."

Good questions to ask before accepting a job offer

The whole process of interviewing and negotiating the details of the offer might seem intimidating. To calm down your nerves and feel confident that you are making the right decision, here are some good questions to ask the potential employer:

1. What are the company's goals and objectives for the next year, and how can I contribute?
2. What are the biggest challenges the company is facing right now?
3. How would you describe the company culture and values?
4. What opportunities for professional growth and advancement are there?
5. What is the company's policy on remote work?
6. What is the company's policy on diversity and inclusion?
7. What work-life balance does the company expect?

Helpful tips on how to write a job offer acceptance letter

• 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.
• 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!

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