How to Respond to a Job Offer Email 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.

What is included in a Job offer letter?

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

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.

1.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.

2.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.

3.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 Email Letter?

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.

Accept Job Offer Email 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]

How to Decline a Job Offer Email Letter?

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. You should know what is the best reason to decline a job offer.

A letter to decline a job offer should include:

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

Decline Job Offer Email Example

Subject Line: Job Offer – John Alex

Dear Mr. David,

Thank you for offering me the opportunity to work at New York, LLC. I really appreciate the time you spent meeting with me to discuss the job opportunity.

It was a very difficult decision, but I will not be accepting this job position.

I’d like to express my gratitude for the offer once more, as well as my regret that it did not work out. I wish you the best of luck in finding a suitable candidate for the position. I wish you and the company the best of luck in your future endeavors.

Best regards,

John Alex
555-444-3333
john.alex@email.com

Quick Steps to Respond To A Job Offer

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.

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?

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

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.

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.

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.

Learn more about: How to negotiate a job offer?

Maintain communication after responding to a job offer

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.

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.