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

So, you’ve been job hunting for a while and have finally started to receive some offers or, better yet, the offer you wanted. Now you’re going to have to follow your action plan and get down to business. It’s time to respond to the job offers via emails.  

To help you make the whole process smoother, HiCounselor has created this article on how to respond to a job offer via email (with examples). If you’re still looking for the right job, get in touch with us and let one of our mentors guide you every step of the way!

Getting a Verbal Job Offer

Recruiters often call you to let you know you’ve been selected for a role. This is generally just a call to inform you and you don’t have to decline or accept right away. It’s a good idea to buy some time by saying, “Thank you so much! Will you be sending an email with the details soon?” or “Thank you! I’m really glad about that. Can I get back to you by Thursday?” 

Getting a Job Offer via Email

This is generally the second step, though some recruiters will go straight to the email and skip the phone call. The job offer email will have more of the details, including salary breakup, benefits, expected date of joining, paperwork you need to submit, perks offered, etc. It’s now your time to decide what you want to do – negotiate, accept, or decline?

What if You’re Undecided?

Maybe the email wasn’t clear enough about the details that are important to you. Maybe you’re waiting on another job offer. Maybe you just need some time to consider your options before you decide. Whatever the reason, sometimes we’re simply unsure about an offer being made to us. How then, are you going to respond to the job offer via email?

If you need some more information, respond to the job offer via an email, making sure you clearly ask for the details you need. If you need additional time, most hiring managers are prepared to wait a week for confirmation. If you're waiting for another offer, let the other employer know right away that you've received one in order to expedite the process.

Dear Mr Hastings,

Thank you for offering me the Software Engineer position! I was very happy to receive your call. Before I accept the offer, however, I wanted to clarify whether the company extends a WFH option when required. During the interview, I had mentioned my familial obligations, which sometimes require my presence at home. 

I’d appreciate it if you could let me know the company policy regarding this. Thank you in advance for your help.

Regards,

John Watts

What if You’re Accepting?

If everything is hunky dory and you’re ready to take the plunge, the next step is to respond to the job offer via an email. This is happy news all round for both you and the recruiters so it’s an easier email to type. Simply agree to the job role and confirm your start date. 

Dear Mr Hastings,

Thank you for offering me the role of a Data Analyst at So & So, Inc. I’ve reviewed the terms and am happy to accept the job offer. I look forward to becoming a part of your organization on June 15, 2022. 

Please let me know if I should take any steps before I join, and whether I have to submit any documents on the day of onboarding.

Looking forward to working with you!

Regards,

Katie Gunn

What if You’re Declining?

If something about the job offer, the recruiters, or the company reviews doesn’t sit right with you, it’s best not to accept the position. Now rejection is a bit trickier to deal with, so respond to this job offer via email a little carefully. Try to sound appreciative rather than dismissive. It’s best to provide a general reason for declining the offer. 

Dear Mr Hastings,

Thank you for your kind offer! It was a pleasure to meet you last week and learn more about So & So, Inc. As it turns out, however, I’ll have to decline the offer for now because I’ve decided to go in another direction. 

I was truly impressed with the operations at So & So, Inc. I hope I’ll have the opportunity to work with you in the future. Please keep in touch!

Regards,

Donnie Dunne

What if You’re Negotiating?

Most of us don’t like haggling, especially when it comes to our salaries, benefits, work options, etc. However, it is something most professionals face sooner or later, usually sooner. Don’t feel guilty about it. Recruiters usually expect people to negotiate. If you think you’ll negotiate better by phone, set up a call time when you respond to the job offer via email.  

Dear Mr Hastings,

Thank you for offering me the role of a Software Developer at So & So, Inc. I really appreciated the opportunity to meet you and some of the team last week, and I’m excited about the prospect of joining the team!

I’ve reviewed the offer and I have a few questions about the base salary and the benefits mentioned. Please let me know if you have some time to discuss these with me via a phone call sometime this week. I’m usually free after 1 PM.

Looking forward to hearing from you.

Regards,

Samantha Smith

We hope this guide on how to respond to a job offer via email helps you get your message across clearly! If you’re still continuing your job search, contact us at HiCounselor to find out how we help our clients get the right jobs and make the right impressions.