How To Reply To A Job Offer Email: Tips & Samples

The toughest part (the job interview) is behind you, and now you’ve got a job offer sitting in your email box as solid proof of your excellent skills! All that’s left is to respond to it.

Whether you accept or decline the offer, this reply will help shape your future opportunities with the company. Let me guide you through how to respond to a job offer email in more detail.

4 Ways To Reply To A Job Offer Email

1. Accepting Job Offer Email

Congratulations on landing the job! It’s time to solidify your decision with a professional job offer acceptance email. Here’s how to reply:

Subject Line

Clarity is key, so keep it short and informative. Use a format like “Job Offer Acceptance: [Your Name] – [Job Title].“

Body of the Email

Start your job acceptance email by expressing sincere gratitude to the hiring manager or recruiter for offering you the position. To personalize the message, don’t forget to mention something specific you enjoyed about the hiring process. 

Example: “Thank you so much for offering me the [Job Title] position at [Company Name]. I truly enjoyed learning more about the role and the team during the interview process, especially [mention a key detail you liked about the interview or company].”

Next, state your acceptance clearly and directly with phrases like “I am thrilled to accept your offer for the [Job Title] position at [Company Name].” Briefly reiterate the agreed-upon details for clarity, including:

• Job title
• Starting salary (if applicable)
• Start date

If you received a formal offer letter, acknowledge it and state your acceptance of its terms. Only include this if you’ve already reviewed and agree with the terms, of course.

Example: “I have reviewed the offer letter and agree to the terms and conditions outlined.” 

Finally, express your enthusiasm for starting and inquire about the onboarding process. Your future employer will be impressed with your professionalism and proactive approach.

Example: “I’m eager to join the team and contribute to [Company Name]’s success. Please let me know what the onboarding process entails or if the team requires any additional information from me at this time.”

Closing

End your offer acceptance email with a professional closing. I suggest using “Sincerely,” “Thank you,” or “Best regards,” followed by your full name.

Declining Job Offer Email

Accepting the offer is obviously ideal, but sometimes, circumstances lead you to decline. In that case, your email should still be courteous and professional while expressing your gratitude. 

Let me tell you how to answer a job offer by email:

Subject Line

Again, be clear and concise. A common format is “Job Offer Regretfully Declined: [Your Name] – [Job Title].”

Body Of The Email

Just like with an acceptance email, you should first express your gratitude to the recruiter for spending their time with you. 

Example: “Dear [Hiring Manager name], Thank you very much for offering me the [Job Title] position at [Company Name]. I truly appreciate the time and effort you invested in interviewing me and for offering me this opportunity.”

Now comes the hardest part: be direct but polite in your decline. You can use a phrase like: “After careful consideration, I have decided to decline the offer for the [Job Title] position.”

Frankly, you are not obligated to provide a reason for declining. However, from my own experiences, a brief explanation can help maintain a positive relationship with the company, which would be valuable if you are interested in other future opportunities.

Here are some options:

• You’ve accepted another position that aligns better with your career goals.
• You need more time to consider your options.
• The role’s requirements don’t fully match your current priorities.

Keep the reason professional and avoid negativity about the company or position. If the reason involves sensitive information about another offer, you can simply say, “After careful consideration, I’ve decided to pursue another opportunity.”

Conclude your explanation with well-intended wishes for the company’s future success. 

Example: “I wish you all the best in finding the perfect candidate for the role.”

Closing

Just stick to the usual: a professional closing (e.g., “Sincerely” or “Best regards”) preceding your full name.

If You Need More Information

It’s perfectly normal to have questions before making a final decision, so do not hesitate to request more information from the employer. In that case: 

Subject Line

Maintain clarity with a simple format: “Job Offer Inquiry: [Your Name] – [Job Title].“

Body of The Email

First, thank the hiring manager for the offer and reiterate your interest in the position.

Example: “Dear [Hiring Manager name], Thank you so much for offering me the [Job Title] position at [Company Name]. I’m truly interested in this opportunity and appreciate you considering me for the role.”

Explain that you’d like some additional information before making a final decision.

Example: “To help me fully understand the role and responsibilities, I would be grateful if you could provide some additional information on [mention specific areas you’d like clarification on].”

List your specific questions clearly and concisely to demonstrate how serious you are about your request. The employer can also understand your needs better that way.

Some examples of questions you might ask: 

• Can you elaborate on the structure of the team I would be working with? Could you describe the company culture at [Company Name]?” 
• Could you provide more details on the day-to-day responsibilities of the role? Are there any specific performance metrics or goals I should be aware of?
• If possible, could you share more details about the benefits package and compensation structure for this position? (note: although it’s generally advisable to wait until after you’ve expressed initial interest in the position to discuss salary)

Briefly restate your enthusiasm for the opportunity if necessary.

Closing

Use “Sincerely,” “Regards,” “Best Regards,” and your full name. 

If You Want To Negotiate

Before accepting an offer, you can always discuss compensation and additional benefits to ensure they align with your expectations. According to my survey at UNI Global Union, most seasoned job seekers initiate a negotiation using the following email format:

Subject Line

Use the format “Job Offer: Negotiation Inquiry – [Your Name] – [Exact Role Title]” or any other email template with similar clarity. 

Body of The Email

Express sincere gratitude (similar to the previous templates), then clearly state your intention to accept the offer, though not without discussing a specific aspect. 

Example: “I’m very interested in accepting this offer and contributing to [Company Name]’s success. However, after careful consideration, I’d like to discuss…”

Some common aspects applicants negotiate on:

• Starting salary
• Start date
• Benefit package (or one part of it, e.g., health insurance coverage)

Whatever you choose, make sure you only discuss one aspect. Avoid bombarding the recruiter with multiple requests at once! Also, briefly explain your rationale for the request. You can mention relevant experience, market research, or competing offers (if applicable).

Example: “In my previous role at [Previous Company], I successfully [mention achievement related to the job]. Based on my experience and qualifications, I believe [your desired salary] is fair compensation for this position.”

Express your willingness to discuss and find a mutually agreeable solution.

Example: “I’m confident we can reach an agreement that works for both parties. I’m open to discussing alternative solutions that might address my request.”

Finally, restate your excitement about the opportunity in 1-2 sentences.

Closing

Use a formal closing and your full name.

4 Email Samples

Offer Letter Acceptance Email Reply

Offer Decline Email

Asking for More Information

Negotiating Salary

Conclusion

Replying to an email job offer should not be a hassle anymore. Select a template that works best for your needs, and feel free to contact me if you need more help with your professional email.