How to Respond to a Job Offer: Tips & Examples for 2024
Updated November 20, 2023
Receiving a job offer is one of the most exciting parts of the job search process. But, before you start celebrating, take a moment to think carefully about your response.
Maybe you know you want to proceed with the offer but are unsure of the next steps, or perhaps you have had second thoughts about accepting the new job and you need more processing time.
Taking time to process your decision is important – planning your next step clearly and logically ensures you won’t make any mistakes with your reply.
Steps to follow when responding to a job offer:
- Read the job offer paperwork carefully
- Express your appreciation for the offer
- Request some time to consider the offer
- Confirm the details of the employment
- Accept, reject or negotiate the job offer
- Provide a reason for your decision
- Inform your current or other potential employers
- Thank the hiring manager for their time
This article details all the options available to you. It provides job offer response examples so you can reply politely whatever your situation.
How Are Job Offers Made?
Today, job offers are made in various ways. These are the most common ways you are likely to receive a job offer:
1. Via a Telephone Conversation
This is an informal discussion concerning a hiring manager’s decision. Typically, a verbal offer is followed up with a letter or email confirming the details of the offer.
Remember that you don’t need to accept or decline the offer of employment immediately on the phone call.
So don’t feel pressured, and ask politely for time to consider it. Then, you'll need to decide how to respond to a verbal job offer.
2. Via Email
This is a popular option for receiving an official job offer as it is the quickest way to get a job offer to a candidate.
The more formal steps of receiving and signing the contract will follow your acceptance.
3. Via Letter
This option is traditional but rarely used now; however, a job offer letter might be sent in the mail following a telephone conversation or an email.
Sending an official letter is a more formal process and the offer is likely to include supporting documentation or paperwork.
What Is Included in a Job Offer?
A job offer letter or email informs the candidate of all the details relating to the position that they applied for and specific terms of employment.
This information will give you everything you need to make a fully informed final decision about how to proceed.
For instance, the job offer might include:
- Salary or wage information
- Other benefits, such as bonuses or commission rates
- Expected regular hours of work
- Location of work
- Job title, description and responsibilities
- Name of supervisor
- Start date of the job, if known
- Length of contract
- Vacation time
How to Respond to a Job Offer Email, Letter or Phone Call: Step by Step
Step 1. Initial Response
You should always respond to a job offer with professionalism and respect. This requires taking time to formulate your response; don’t feel pressured into giving an immediate answer.
Therefore, it is important to first thank the hiring manager for their offer. Then ask for some time to consider the offer.
Check how soon they will need a response from you.
In most cases, a hiring manager will be prepared to wait for a week for a response, but you may find they need an answer within a shorter time frame.
Delaying your response for longer than necessary is not respectful or polite – make sure you reply promptly after making your decision.
Step 2. Consider the Options
After receiving a job offer, there are a number of options available to candidates.
You could:
- Accept the offer as it stands
- Negotiate it by proposing different terms
- Reject the offer completely
Your response will depend on your individual goals.
Perhaps you decide that you need or deserve a higher salary: in this situation, you can reject the offer or initiate a salary negotiation (in which case, you should be prepared to make a counteroffer).
Maybe the interview process revealed some red flags regarding the company’s ethos or you have since had a better offer from another company. In this case, you might decide to reject the job offer completely.
Another reason to negotiate or reject a job offer might be sensing a lack of opportunity for promotion or feeling it would be a sideways step in your career.
It is important to consider how the opportunity fits into your long-term career plans. This is particularly true if it causes upheaval, like requiring moving location or taking a drop in pay to enter a new industry.
Some questions to consider before responding to a job offer include:
- Is the company culture a good fit for you?
- Are you excited about the job role offered?
- Are you happy with the terms offered?
- Will the salary meet your financial needs?
Responding to a job offer is a big decision so read all the terms and conditions thoroughly. Your happiness and career prospects depend on you making the right choice.
Step 3. Take Action
After taking time to consider your offer, it is time to take action and respond.
If responding by letter, follow a formal letter-writing format. This shows the hiring manager that you are professional and that they have made the right decision in offering you the position.
If responding by email, include a clear subject line – state your name and a clear phrase such as ‘job offer response’.
Use a size 12 font and a clear format in the email’s body in your job offer acceptance email.
Always check written responses thoroughly before sending them. Ask a friend to proofread your reply and edit your text as necessary.
Below are some examples of how to respond to an offer letter, email or phone call.
How to Respond to a Job Offer Email, Letter or Phone Call: Template Responses
For each option below, sample responses are included to help you respond efficiently and politely to the hiring manager.
Adapt these examples to suit your specific situation.
Option A: Accepting the Offer
If you decide to accept the job offer, you need to write a job acceptance letter or email in response to the job offer.
When posting a letter or sending an email, call the hiring manager to let them know your decision and that they should expect a written confirmation.
Your written response should include the following key information:
- Express your appreciation for the offer
- Confirm your acceptance
- Confirm the job title, details, salary and hours of the work
- Confirm the proposed start date
When you accept a job offer, express your gratitude and show enthusiasm for starting your employment with the company.
Be sure to confirm all the details stated in the job offer. This means there are no misunderstandings regarding specific terms of the offer or dates.
Confirming such details in writing will support you should there be a disagreement later.
Be sure to include any questions that you have, so all information can be clarified prior to starting employment.
In your concluding paragraph, it is wise to ask if there is anything you need to do before your first day (for example, there might be a company handbook to read or an orientation visit to organize).
This shows eagerness and proactiveness.
After accepting a job offer, you must inform any other companies that have shown an interest in hiring you that you are no longer available.
If you are currently in employment, you will also need to write a resignation letter to your current employer, informing them of your decision to leave.
Read your current contract so you know how much notice you have to give.
Below are some examples of how to respond to accept a job offer.
Dear [Recipient Name],
I am delighted to formally accept the offer of [job title] at [Company Name].
I can confirm the starting salary of [amount stated] as agreed at the interview. I look forward to starting my contract on [specified date].
As discussed in the phone call, I am happy to come into the head office and sign all the necessary paperwork. Please let me know when it is convenient for me to do so.
I look forward to working with you and the team.
Best,
[Your Name]
Subject: [Your Name] – Job offer acceptance
Hi [Recipient Name],
It was great to meet you and find out all the details about working at [Company Name].
I am happy to accept the job offer for the [job role] and excited to start working with such a great team!
Could you confirm the additional hours I will be expected to work each calendar month, please?
If you need any further details from me, I am free for a phone call any afternoon from 2 p.m.
Looking forward to working with you on [start date]!
Kind regards,
[Your Name]
Option B: Negotiating the Offer
On receiving an official offer, you might decide to negotiate the proposed terms.
Negotiating a job offer is optional, but could be necessary if some of the proposed conditions don’t support your personal, financial or career goals.
Negotiating offers is common and won’t cause offense to your potential new employer.
Some of the aspects to try and negotiate include:
- Proposed salary
- Expected hours of work
- Place of work
- Stock options
- Benefits package
- Job role
When negotiating any of these aspects, you must state a reason and provide evidence. Your response needs to be carefully considered, polite and positive.
For example, researching the market average salary for similar positions in different companies might reveal the proposed salary is significantly lower.
You can provide this as evidence to support your proposed new terms.
Before negotiation, send a tactful letter that shows you are interested in the position but would like to discuss the proposed terms.
This shows your potential employer that you plan to negotiate the terms and they can decide how to respond.
Example One – Email
Subject: [Your Name] – Job offer query
Hi [Recipient Name],
I’m really happy to receive the job offer for the position of [job title] starting on [date]. It was great to meet the team during the interview and I’m really excited about working with you all.
I’d love to go over a few details regarding the compensation package and the leave booking process before responding formally to the job offer. Please let me know when you are available to discuss this over the phone.
I am happy to fit in with your schedule at some point during the coming week.
Best,
[Your Name]
Dear [Recipient Name],
I was thrilled to receive the letter offering me the position of [job role] starting on [date].
I have been reading through the job offer and proposed terms. There are some details that I would really like some further clarification on; for example, would there be any room for negotiation regarding the stated salary?
Are you free sometime during the next week to discuss this?
I'd really appreciate some additional information.
Best wishes,
[Your Name]
Option C: Rejecting the Offer
If you decide to reject the offer completely, it is still important to respond positively and also provide a reason for rejection.
For example:
- You have had a change in circumstances
- The salary is below expectations or not in line with similar job roles
- You have received another job offer that you are going to accept
- The job offer doesn’t match your current career goals
- The benefits package isn't in line with your expectations
Whatever the reason, be polite and keep the door open for networking with the company in the future.
Remember that it still might be worthwhile trying to negotiate before sending a complete rejection. You might be surprised how much the company is willing to accommodate your needs.
Below, you'll find some examples of how to respond to a job offer without accepting.
Example One – Email
Subject: [Your Name] – Job offer rejection
Hello [Recipient Name],
I regret to inform you that, after careful consideration, I won’t be accepting your job offer at this time.
Unfortunately, I have decided that the position offered isn’t the right fit for me.
I really appreciate you taking the time and effort with the recruitment process. It has been a positive experience and I wish your company all the best going forward.
Sincerely,
[Your Name]
Dear [Recipient Name],
It has been wonderful meeting you and the team and learning about the role of [job role].
Unfortunately, I am going to decline the job offer at this time.
Due to a sudden change of circumstances, I am unable to commit to the hours stated in the job offer paperwork.
I would really like to stay in touch and hope that a more suitable position arises in the future.
Many thanks,
[Your Name]
Always respond to a job offer by thanking the hiring manager and expressing gratitude that you have been offered the position.
Request some thinking time before providing your response to the job offer with questions if necessary.
Receiving a job offer is exciting and it can be tempting to accept on the spot.
But it is better to take time to think over the proposed terms, decide if you are happy with them and respond after careful consideration.
A job offer is written confirmation that the employer has selected you for the vacant position. If you formally accept the offer, you have got the job.
When responding to a job offer via email, keep your response short and to the point. Include your name and response in the subject line. Thank the hiring manager and reiterate the details specified in the job offer email to confirm them.
When replying to a job offer, consider whether you want to accept, negotiate or decline the job. Think about whether the proposed salary and role fit in with your career and financial goals.
You may need to think about how to respond to a job offer with questions, so that you have all the information you need before coming to a decision.
Most companies expect you to negotiate a job offer. It is very rare that you will lose the original offer. Negotiate politely and respectfully to ensure the best outcome.
After being offered a job, you should ask your potential employer about the job’s future prospects. Finding out everything, from the benefits and compensations to the training and company culture, will help you decide if the job is the right fit for you.
Final Thoughts
If you have received a job offer, congratulations! Knowing that a hiring manager has selected you to join their company is exciting news.
However, not all job offers are right. It is not simply a case of accepting or rejecting the offer.
It is important to consider all the information provided in the job offer, check you are happy with the agreed terms and clarify any details if necessary.
After careful consideration, you will know how best to respond and secure the best future for you and your career.
Whatever you decide, always respond gratefully, professionally and politely. This leaves the door open for potential work in the future.
