job offer

How to Respond to a Job Offer Letter Like a Professional

Responding to a job offer always seems easier than sending an unsolicited application. Still, the exercise is not that easy.

Here are some key points to help you convince the recruiter that you are the ideal candidate.

1. Ask yourself the right questions!

The missions seem interesting, the profile described seems to correspond to yours… certainly. But to apply effectively, you need more than guesswork. Is the location of the job really right for you? Do you also like the company’s business sector? Does the proposed salary correspond to what you are looking for? Does the experience requested, such as the level of training and other requirements, match your background?

To each of these questions, your answer must be positive. If not, your application is unlikely to receive a favorable response and you will waste time.

2. Adapt your CV and your letter!

If you answered yes to each of the previous questions, you can adapt your application tools.

Why? Because you have the opportunity to do so. If you do not meet the criteria of the advertisement, it will no longer be adaptability but falsification.

First of all, your resume should reflect the advertisement. Choose the title of the job offer you are applying for.

For the experiences corresponding to the targeted position, put in bold the keywords found in the advertisement. Among your experiences, target those that are related to the job you are applying for. If you are a junior, do the same with your internships or association experiences.

Also, remember to adapt your cover letter. In the subject line, make sure to mention the reference of the advertisement and its source and/or title.

While following the classic – nevertheless effective – you/me/us, remember to replace in your paragraphs the keywords of the advertisement and the CV.

The letter should not be a repeat of your CV! You must explain what you like about the company, introduce yourself, and argue about your suitability for the profile.

3. Choose the method of sending your application carefully!

First of all, respect what is stated in the offer: by email, via an application form, or by mail.

As this indication is not arbitrary and derives from an application processing process, respecting it guarantees that it will be processed.

Whether you chose the cover letter or the cover email, be sure to follow what is requested by the company.

If you send your application by email, the ideal way is to attach your CV and LM in PDF format. You will be sure that there will be no display problem with the recipient.

Do not hesitate to include the address of your blog or website if you have one and if it is related to the position, either in the body of the email or in your CV.

How to Respond to Job Offer?

When you receive a job offer, you’ll want to confirm you’ve got it with the recruiter or hiring manager who’ll be happy to hear you back. Here’s how to respond confidently to a job offer and negotiate your pay and other benefits.

What is included in a Job offer letter?

  • The job title or position
  • Salary, as well as benefits and perks
  • An acceptance deadline
  • The expected start date
  • Training information
  • Instructions on how to accept or decline the job offer

Acknowledge the Job Offer

If an opportunity is offered with a phone call, thank the recruiter and ask them to follow up with an email. You, therefore, have the offer in writing, and you can review it on your own time. If the offer comes via email, quickly acknowledge it. Confirm that you are excited to read and discuss the offer, and with a decision, you will return to them.

Be sure to ask the recruiter if there is a deadline for your reply. Although recruiters are likely to want a fast response, you have to have sufficient time to review the offer before making a decision. Even though it is your dream job, it is wise to allow yourself time to answer any concerns you might have or to discuss aspects of the offer.

Extending the Acceptance Deadline

Sometimes you’ll find that you need more time to evaluate your options after receiving a job offer. Telling the employer as soon as possible is best, giving them a proper reason for the delay. Try to approach the subject in a professional and frank manner.

If you have other proposals on the table, it is better to be honest with the hiring manager if you are not expecting a negative response. The worst-case scenario is that they immediately refuse your request and insist on a response. You’ll either have to agree or decline.

Be careful not to use potential or verbal offers as a chip as it could backfire. Unless they appear in print, they aren’t actual. And don’t negotiate verbal offers.

Negotiate and Make a Decision

It is time to choose whether to agree, negotiate, or decline with an official offer on the table. Consider the offer in front of you. Is that the right role for you? Does it offer everything you’ve been looking for? Are you going to negotiate salaries and benefits? If you’re happy with the deal that’s on the table, you can skip sending a written acceptance of the offer.

If you’re still considering the opportunity, don’t be afraid to get back to the recruiter or hire the manager. Ask for additional information about the job description, the team, and the company you would be joining. Once you feel better about the role and the company, you may feel more inclined to accept or reject the terms of the offer.

In many cases, the new job fits very well and you are very happy to accept it. Yet maybe you’ll be carrying it, your salary is less than you expected, or your value is higher than the offer.

It might be that the company’s proposal does not mention benefits or equity, something you’re keen to explore. In this case, the best option is to make a counter-offer and enter into negotiations with the recruiter on salaries and benefits. Our Guide to Salary Negotiations can help you formulate your value, make a request that feels comfortable, and negotiate with confidence.

How to Accept the Job Offer?

If you accept a job, a short letter of acceptance is expected. It serves as an additional record of job requirements and expectations. Please use the business letter format and include the following:

  • Your gratitude for the offer
  • Confirm your terms of employment, including salary, job title, benefits, and equity
  • Formal acceptance of the job
  • Confirmation of your start date

It’s important to include any health, education, or other benefits you’ve negotiated here, so it’s obvious which version of the offer you’re willing to consider. Include your phone number in your letter or email signature, too, so the recruiter can easily reach you if they want to clarify anything.

Send your letter along with any signed company documentation. Address it to the person who made the offer by mailing it to you. If you send an email, please use your name on the subject line. Keep your letter of acceptance brief and professional in order to maintain the positive impression you made during your interview.

How to Decline a Job Offer?

Sometimes the position just isn’t right for you, or you’ve been offered a dream job in another company. If that’s the case, you’re going to want to respectfully refuse the job offer and show your thanks.

Keep your letter of non-acceptance or email short and simple, making it clear that you’re not going to take on the job. You should share the reasons why if you feel confident in doing so, but you don’t have to. If you are declining because the organization was not willing to discuss salaries and benefits, mentioning that can make them rethink because they don’t want to lose you. Reiterate your gratitude to the recruiter, the group of interviewers, and the company for their time and consideration.

A letter to decline a job offer should include:

  • An expression of gratitude
  • A statement declining the offer
  • Your reason for declining the offer

Quick Steps to Respond To A Job Offer

Step 1

Talk to other people. Describe the responsibilities you would have and the compensation you would receive, and get honest feedback from your friends and family. If possible, speak to someone who works for the company.

Step 2

Weigh the pros and cons. Take into consideration the journey you need to take to get to work, your salary, benefits, and your chances for advancement. Is the salary offered enough to offset the potential costs you will incur as a result of the work?

Step 3

Be punctual with your answer. Take the time to consider the job, but not too much. It is recommended that you respond to a job offer within 2-3 days.

  • Write A Response To Accept Or Decline The Job Offer

Step 4

Thank the employer. Be sure to convey the fact that you are grateful for the opportunity. If you reject the job, give the company a legitimate reason for your decision. You don’t want to alienate anyone who could become a network of contacts in the future.

Step 5

Maintain a positive attitude through a negotiation letter or a phone call. Ask if salary, benefits, or position are open for negotiations and suggest a time to talk about it again.

Repeat the schedule, salary, and benefits to reinforce the job offer as you understand it. Ask about details of work that may not have been mentioned in the previous interview, such as paid time off or privileges to work from home.

Step 6

Be professional in your tone and presentation. Just because they offer you the job doesn’t mean you should stop trying to impress them. Use the proper format for a business letter and always check spelling and grammar.

  • Maintain communication after responding to a job offer

Step 7

Find out the details. Call to determine the exact start date and time, what to bring on the first day, where to park, who will be your direct boss and the exact tasks of your job.

Step 8

Send a thank-you note. Thank the company for taking the time with you if you decline the offer and thank them for the opportunity and affirm their choice if you accept the offer.

Mistakes To Avoid When Responding To A Job Offer

Finding a job is not always a quick and easy process. While there are plenty of job openings available, recruiters and companies alike are looking for the right candidate for the job. In order for your application to be considered, or even accepted, certain errors should be avoided. Find out how to avoid certain mistakes when responding to a job posting.

  • Not Responding To The Right Job Offer

Recruiters, when looking for a candidate, receive numerous CVs and cover letters. If, from the start, your application does not correspond to the job offer posted, your answer may be quickly dismissed, regardless of your diploma.

So, don’t get confused about the job posting you are applying for, as this error can be fatal. In addition to valuing skills and motivations that do not necessarily correspond to the position, you could lose all credibility during the first discussions with recruiters.

  • Forgetting To Read The Details Of The Job Posting

It is not enough to look at the title of a job advertisement to be credible. On the contrary, it is important to read it carefully, because all the necessary information is generally annotated.

For example, it is possible that a job advertisement requires some expertise in particular software. And if you don’t have this singular skill, your chances of getting the job might be limited. You will, therefore, waste your time and waste that of the recruiter, especially if the latter checks your skills and realizes that you are not living up to the claims of the job advertisement.

  • Do Not Give Reasons For Your Response When Applying

Responding to a job offer requires an investment on your part. Recruiters receiving many applications, it is imperative to stand out and clearly express your motivation. Detail your skills, discuss your qualities, explain the reasons why you want to join the company in question.

The more you personalize your application and your response, the more you are likely to get noticed positively.

  • Don’t Respond To An Offer Without Adapting Your CV

Remember to adapt your CV so that it best matches the job offer and is in line with your cover letter: give it a title adapted to the position, organize the presentation in such a way as to make your career path logical. required criteria, etc. Do not hesitate to delete a few lines: if you have many experiences in different fields, only highlight those that will enhance your profile in view of the position sought.

  • Avoid Excessive Politeness

“I have the honor to ask for your kindness”, “I thank you in advance” …

While certain polite expressions are essential, it is important not to go overboard. Be polite while remaining concise. Your mail should focus on your motivation and skills and not be an attempt to coax the recruiter.

  • Getting Lost In Your Professional Career

Responding to a job application means showing that you have the skills and abilities to meet the challenges inherent in this job. Thus, in your CV, each element must serve and clearly explain your professional background. Even if this proves difficult, because each person’s professional career can be atypical, it is essential that your CV has a breadcrumb in order to give meaning to your choices.

Finally, To check that your letter is well constructed, you can rely on the following elements:

– Is your letter suitable for the offer?
– Does it highlight your interest in the recruiting company?
– Is your motivation highlighted enough?
– Does it indicate your strengths?
– Does your letter lead to a request for an appointment?

Accept Job Offer Example

Subject: [Your name – Job Offer Acceptance]

Dear [Their name],

Thank you for your job offer of [Job title] at [Company name]. I am happy to formally accept the job offer, and I’m very much looking forward to joining the company.
As discussed, my starting salary will be [Agreed to start salary], rising to [Increased salary] following a successful probationary period of 3 months. I will receive [days] annual leave and private health insurance after probation.
I can confirm that my starting date of employment will be [Start date]. If there is any additional information you need prior to this date, please let me know.
Once again, thank you very much for the opportunity, and I look forward to working with you.

Kind regards,
[Your name]

Now that you have all the cards in your hand, play it right to get that dream job! See you at the top!

See Also
How to use ‘To Whom It May Concern’
How to answer ‘What interests you about this position
Difference Between Job Title and Job Position