When you receive a job offer email, you have three options: accept it, decline it, or ask for more time to decide. Each requires a thoughtful, professional response. A job offer is a significant moment, and how you respond sets the tone for your new working relationship.
Which Template Do You Need?
| Situation | Template |
|---|---|
| Accepting the offer as received | Template 1 — Acceptance |
| Declining the offer | Template 2 — Decline |
| Need more time to decide | Template 3 — Asking for time |
| Salary is too low — want to negotiate | Template 4 — Counter-offer |
| Accepting but negotiating one condition | Template 5 — Conditional acceptance |
| Received a verbal offer, not yet written | Template 6 — Confirming verbal offer |
What to Do Before Responding to a Job Offer
Read the offer carefully. The written offer contains critical details: job title, salary, benefits, start date, reporting structure, and any conditions. Do not respond until you have read and understood every line.
Check for negotiable elements. Not everything in an offer is set in stone. Salary, start date, remote work flexibility, signing bonuses, extra holiday, and title can often be negotiated. Do this before you accept.
Ask questions if anything is unclear. Before accepting or declining, you have the right to clarify anything confusing. Employers expect questions.
Give yourself time to think. If you have been given 48 hours or more to decide, use that time. Sleep on it. Discuss it with trusted people. Make sure this is the right move before you commit.
Job Offer Acceptance Email Template
Subject: Accepting Job Offer — [Your Name], [Job Title]
Dear [Hiring Manager's Name],
Thank you so much for the job offer for the [Job Title] position. I am delighted to accept. I am excited about the opportunity to join [Company Name] and contribute to [team/project/company goal].
I have reviewed the offer letter and confirm my understanding of the terms: a start date of [date], a salary of [salary], [any key terms you negotiated]. Please let me know if you need any additional information from me.
I will follow up with my current employer regarding my notice period and transition plan. I will be able to start on [confirmed start date]. If there is anything you need from me in the interim, please do not hesitate to reach out.
Thank you again for this opportunity. I very much look forward to joining the team.
Best regards,
[Your Full Name]
[Phone Number]
Job Offer Decline Email Template
If you have decided to decline, send a professional decline that preserves the relationship. You might work with these people in the future.
Subject: Regarding Job Offer for [Job Title]
Dear [Hiring Manager's Name],
Thank you very much for the offer for the [Job Title] position at [Company Name]. I am truly grateful to have been considered and for the time you and your team invested in getting to know me.
After careful consideration, I have decided to decline the offer. [Choose an honest reason: I have accepted another position that is a better fit for my current career goals / Upon reflection, I feel the role is not the right fit for me at this time / The salary offer does not align with my expectations for this role.]
I have great respect for [Company Name] and the work you are doing. I hope we can stay in touch, and I wish you all the best in finding the right candidate.
Best regards,
[Your Full Name]
Asking for More Time to Decide — Email Template
Most employers will grant 24-48 hours without question. Asking for longer is riskier. Be specific about the date you need.
Subject: Regarding [Job Title] Offer — Request for Additional Time
Dear [Hiring Manager's Name],
Thank you so much for the job offer for the [Job Title] position. I am very interested in this opportunity and want to give it the careful consideration it deserves.
Would it be possible to have until [specific date/time] to provide you with my final decision? I want to ensure this is the right move for me and to conduct any final due diligence on my end.
I appreciate your understanding and look forward to confirming my decision shortly.
Best regards,
[Your Full Name]
How long can you ask for?
- 24-48 hours: Standard. Almost always granted without question.
- 72 hours: Reasonable for comparing offers or discussing with family. Usually granted.
- One week: Longer than most want to wait, but possible with a good reason.
- More than one week: Very risky. Employers may lose patience and move on.
Salary Counter-Offer Email Template
If the salary is below your expectations but you want the role, negotiate before accepting or declining. Most employers expect some negotiation at this stage — responding with a counter-offer is professional, not presumptuous. Be specific about what you are asking for and provide a brief, concrete reason.
Subject: Re: Job Offer — [Your Name] — [Job Title]
Dear [Name],
Thank you very much for the offer of the [Job Title] position. I am genuinely excited about the role and the opportunity to join [Company Name].
Having reviewed the offer carefully, I would like to discuss the base salary. Based on my research into market rates for this level of role in [location/sector] and the experience I bring in [specific skill or area], I was hoping we could reach a figure closer to [target salary]. I believe this reflects the value I would add from day one.
I am very keen to make this work and would welcome a brief conversation to discuss. I am flexible on [start date / other terms] if that is helpful.
Thank you again for the offer — I hope we can find an agreement that works for both sides.
Kind regards,
[Your name]
Guidance: State your target salary as a specific number, not a range — ranges signal that you will accept the lower end. Keep the tone positive throughout; you are negotiating toward an agreement, not making a demand. See our full guide on how to negotiate your salary for scripts and preparation tips.
Conditional Acceptance Email Template
If the salary meets your expectations but another term does not — start date, remote working arrangements, signing bonus, holiday allowance — you can accept in principle while raising the specific point. This signals commitment while keeping one item open for discussion.
Subject: Re: Job Offer — [Your Name] — [Job Title]
Dear [Name],
Thank you for the offer letter for the [Job Title] role. I am pleased to accept the position and am looking forward to joining [Company Name].
I did want to raise one point before we finalise the details. [Specific ask: e.g., "The proposed start date of [date] would be difficult for me to meet as I am currently required to give [X weeks'] notice. Would it be possible to push the start date to [later date]?" / "I wanted to confirm whether there is flexibility on the remote working arrangement — I had understood the role was largely remote, and I would like to ensure we are aligned before signing."]
I hope this is straightforward to resolve and am happy to discuss by phone if easier. I am committed to joining the team and want to make sure we start on the right footing.
Kind regards,
[Your name]
Confirming a Verbal Offer — Email Template
If you have received a verbal offer but no written confirmation yet, it is good practice to send a brief email summarising what was agreed. This protects you if details change between the verbal offer and the written contract, and signals professionalism.
Subject: [Job Title] — Offer Summary as Discussed
Dear [Name],
Thank you for speaking with me today and for making me an offer for the [Job Title] role. I wanted to follow up in writing to confirm my understanding of the key terms as discussed:
- Role: [Job Title]
- Start date: [Date]
- Base salary: [Amount] per annum
- Location / remote arrangement: [Details]
- [Any other agreed terms: bonus, holiday, notice period]
Please do let me know if any of the above differs from your records. I am looking forward to receiving the written offer and am happy to confirm acceptance once I have reviewed the full contract.
Thank you again — I am very pleased to be joining [Company Name].
Kind regards,
[Your name]
Important: Do not hand in your notice at your current employer until you have the written offer in hand and have signed it. A verbal offer is not a contract.
How to Negotiate a Job Offer by Email
Most candidates who receive a job offer below their expectations either accept it silently or decline without negotiating — both of which leave value on the table. Salary negotiation at the offer stage is standard practice, and most employers build some flexibility into their initial offer specifically for this reason.
What you can negotiate
Base salary is the most common point of negotiation, but it is not the only one. Depending on the employer, you may also be able to negotiate:
- Start date
- Signing bonus (especially if you are forfeiting an existing bonus)
- Remote or hybrid working arrangement
- Holiday allowance above the contractual minimum
- Performance review date (e.g., requesting an early review at 6 months rather than 12)
- Professional development budget or training
How to frame a counter-offer
A counter-offer should be specific, brief, and positive in tone. State the number you are targeting, give one concrete reason (market rate, your experience level, a competing offer if you have one), and confirm that you are keen to accept if you can reach an agreement. Avoid ultimatums and avoid apologising for negotiating.
What if they say no?
If the employer cannot move on salary, ask whether there is flexibility on any of the other terms above. If everything is fixed, you then have a clear decision: accept the offer as it stands, or decline. Most employers will not withdraw an offer because you negotiated professionally — if they do, that tells you something about the culture.
What to Do If the Salary Is Below Your Expectations
Receiving an offer that is lower than you hoped is common, particularly when the salary was not advertised in the job posting. You have three options:
- Negotiate: Use Template 4 above. Research market rates for the role in your location (using tools like Glassdoor, LinkedIn Salary, or industry surveys), establish a target number, and send a counter-offer. This is the right move in most cases.
- Accept and plan to renegotiate: If the role is a strong career move and the gap is small, you might accept with a conversation about a salary review at 6 months. Ask for that commitment in writing, either in the offer letter or in a confirming email. Be aware that not all employers will agree to this.
- Decline: If the gap between the offer and your requirements is significant and there is no room to negotiate, declining is a legitimate choice. Use Template 2. Do so promptly — leaving the employer waiting while you decide is discourteous and closes doors for future opportunities.
Never feel obligated to accept an offer that does not meet your minimum requirements. Taking a role at a salary you resent is bad for you and ultimately bad for the employer too.
After You Accept — What Happens Next
Resign from your current job. Write a professional two weeks notice letter and give it to your manager in person or arrange a meeting. Do not resign via email or tell colleagues before you have told your manager.
Confirm the start date in writing. Send your new employer a confirmation email within 24 hours.
Provide required documentation promptly. If they asked for background check information, references, or visa sponsorship documents, send these without delay.
Stay professional at your current job. Work your notice period professionally. You want to leave on good terms and maintain relationships.
After accepting, you can also prepare for the onboarding phase and consider how you will eventually ask for a raise once you have settled in.
Red Flags in a Job Offer
⚠ The offer email is vague or missing key information (salary, start date, etc.). Legitimate offers are specific.
⚠ They ask you to send money for background checks, visa sponsorship, or any other reason. This is a scam.
⚠ They want you to accept immediately with no time to review. Real offers allow at least 24 hours.
⚠ The terms of the written offer contradict what was discussed verbally. Ask for clarification before accepting.
Keep Your CV Current
Once you have accepted an offer, update your CV to reflect your new role accurately. Use resum8 to keep your professional summary and skills current for future opportunities.
Try resum8 FreeFrequently Asked Questions
Can I negotiate after I have already accepted the offer?
Technically yes, but your leverage is much lower. It is much better to negotiate before you accept. If something material has changed (you found out a key teammate is leaving, the role description has changed), you can try to renegotiate, but expect resistance.
What if I accept an offer and then get a better offer from another company?
This is tricky. If you have already accepted and signed, you are making a commitment. Breaking it damages your reputation. Avoid this situation by managing your interview timeline carefully so you have all offers in hand before accepting one.
Should I accept a verbal offer before seeing the written offer?
Be cautious. A verbal offer is not binding, so you can say yes verbally and then decline after seeing the written terms if there are major discrepancies. If you are not sure, say: "Thank you for the offer. I am very interested. Can you send me the offer letter so I can review the terms?"
What if the written offer is worse than what was verbally discussed?
Push back. "In our conversation, you mentioned [term], but the offer letter says [different term]. Can we clarify this discrepancy?" Do not accept if the terms have materially changed without agreement.
Is it okay to tell my current employer I have an offer before accepting it?
No. Resign only after you have accepted and have a written offer. Your current employer might try to retain you with a counter-offer, or they might terminate you immediately. Do not put yourself in that position.
What if I am excited about the role but the salary is low?
Negotiate it. "I am very excited about this opportunity. Based on my research of market rates and the responsibilities of this role, I was expecting closer to [amount]. What flexibility do you have?" If they cannot budge on salary, ask for other benefits: extra holiday, signing bonus, remote work flexibility, professional development budget, etc.
How quickly should you respond to a job offer?
Acknowledge the offer within 24 hours, even if you are not ready to accept or decline. A brief reply — "Thank you for the offer. I am reviewing the details carefully and will respond by [specific date]" — is courteous and professional. For the full decision, most employers will give you 2-5 business days if you ask. Leaving an offer unanswered for more than a week without communication is discourteous and risks the employer moving on to their second choice.