Write a Job Offer Acceptance Email in 7 Steps – Plus Examples

You’ve been job-hunting like a true champ. You created a killer resume, aced all the different rounds of job interviews, patiently waited, and even sent a polite follow-up email. It was all well worth it. The recruiter finally called you back to offer you the job. Now what? It’s time to craft the perfect job offer acceptance email.

Whether you intend to accept the job offer, decline it or negotiate the terms, responding to a job offer appropriately and in a timely manner is essential. No matter your answer, your thank you letter for a job offer should convey professionalism and gratitude for the opportunity.

In this article, we’ll show you a step-by-step for how to reply to a job offer email and provide you with samples to use as an inspiration.

Why You Should Write a Thank You Email for Job Offers

Preparing a thank you email after receiving an official job offer is not just a formality. It’s an important professional step to demonstrate appreciation for the opportunity you’ve been presented with.

Whether you decide to accept the offer or not, it’s an excellent way to confirm the positive impression you’ve already left on the hiring manager. An email saying thank you for the job opportunity shows professionalism, attention to detail, and respect for the company’s time, which are all traits employers seek in their employees.

On top of that, this is your opportunity to get off to a great start your relationship with a new employer. Or, if you decide to decline, you can keep the door open for future possibilities.

How to Respond to Job Offer Emails

When they select you for a role, recruiters generally first call you to share the good news, and soon after that send the official written offer. Since you might be waiting on other offers or want to reflect before deciding, this call is the time to respectfully ask when they expect your answer by. Anywhere between 72 hours and a week is the norm, however, always confirm your specific situation.

Once you’ve made your choice, the following are the steps to follow to craft your job offer acceptance email:

1. Read the Email Instructions Carefully

While you’ll generally receive the job offer from the same recruiter or hiring manager you dealt with up to that point, different companies have different procedures. For instance, some might ask you to send your job offer acceptance email to the specific email address of someone you’ve not met before.

In that case, you’ll have to write a new email and subject line. Something like “[Your Name]: Job Offer Acceptance” or “[Your Name] Acceptance Letter” are good examples of clear subject lines that won’t likely risk going unnoticed.

2. Pick the Right Greeting for Your Accepting-a-Job Letter

After a long job application process, you might feel like you’ve already developed a certain familiarity with the recruiter or the hiring manager. Remember though that your acceptance letter for a job calls for professional - but not overly formal - language.

For the perfect balance of friendly and professional, go for greetings like:

• “Hello [Recruiter/Hiring Manager Name],”
• “Dear [Recruiter/Hiring Manager Name]”

3. Express Gratitude in Your "Thank You for the Job Offer” Email

Begin your letter accepting a job by thanking the hiring manager for the offer. Show gratitude for the time and effort the company has invested in the hiring process. And, if any other parties were involved in the process, make sure to thank them as well by name.

Cite the specific position offered and convey your enthusiasm for the opportunity. Nice and short is the way to go, so try and stay within a few sentences for this section of your email.

4. Accept or Decline the Offer

In this paragraph of your thank you letter after a job offer, clearly state your decision. If you’re accepting, make sure your excitement about joining the team comes through. If, on the other hand, you’ve decided it’s not right for you, try to come across as polite, respectful, and appreciative as possible in your email declining the job offer.

Provide a brief explanation of your reasons for declining if appropriate. However, avoid entering into too many details. Expressing your interest in staying in touch with the employer for potential future opportunities is also a good idea.

5. Ask Additional Questions, Confirm Details or Negotiate

In your acceptance letter for a job you should also ask any further questions you might have about the role and confirm details about the contract or onboarding process, such as your starting date or any administrative procedures.

Your job offer acceptance email is also an opportunity to negotiate your salary or benefits. You can either politely state your requests or indicate your availability to discuss the topic over a phone call. Just remember to keep a positive tone.

6. Wrap up Your Acceptance Letter for the Job

To conclude your job offer acceptance email, thank the hiring manager one last time, express your eagerness to join the company and offer your availability to provide any additional information. Close with a professional “Sincerely” or “Best Regards”, followed by your full name and add your contact information so the recruiter has them handy.

7. Proofread

Before sending your email it’s important you take some time to proofread it. Thoroughly review the content of your email response to the job offer to ensure it’s error-free and conveys your message accurately.

Grammatical or spelling mistakes can undermine your professionalism and communication skills in the eyes of your new employer. Therefore, dedicate that extra attention to your email and reinforce your suitability for the position with a polished job offer acceptance email.

Example Email Responses to Job Offers

Below are some job offer acceptance email templates for whether you want to accept straight away or negotiate. Use these to inspire your own.

Example #1: Accepting Your Job Offer

Subject line: [Your Name]: Job Offer Acceptance

Dear [Hiring Manager Name],

Thank you for offering me the opportunity to work at [Company Name] as [Job title]. I am thrilled about the offer to join your organization and I appreciate the time and effort the entire hiring team has dedicated to the recruitment process. I also want to thank the [Name of the Team] team for their availability to meet with me.

I am delighted to accept the job offer for the position of [Job title]. It is a role that perfectly aligns with my career goals and aspirations. I am confident that my experience and qualifications in [Your Expertise Area] will enable me to make valuable contributions to the team and company.

To confirm, I believe the start date for the position is [Start Date]. Please, let me know if there are any additional steps or paperwork required from my end to proceed with the onboarding process.

Thank you again for the opportunity, I am genuinely looking forward to becoming part of your team.

Best Regards,

[Your Full Name]

Example #2: Negotiating Your Job Offer

Subject line: [Your Name]: Job Offer

Dear [Hiring Manager Name],

Thank you for offering me the opportunity to work at [Company Name] as [Job title]. I am thrilled about the offer to join your organization and I really appreciate the time and effort the entire hiring team has dedicated to the recruitment process.

Before I sign the offer, however, I would like to discuss the base salary. The average salary for the [Job Title] role in the Seattle area is in the $100-120,000 range. I would like to discuss the possibility of moving the offer closer to $110,000 a year.

I feel that this amount reflects my qualifications and experience in the role, as well as the expectations of the position for [Company Name].

I appreciate you working with me throughout this process.

Thank you again for the opportunity, I am genuinely looking forward to becoming part of your team.

Best Regards,

[Your Full Name]

Write a Job Offer Acceptance Email for Your Ideal Role – Thanks to Monster

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