How to Respond to a Job Offer Email Professionally? Accept, Decline & Negotiate Conditions

Receiving a job offer is one of the milestones in today's world, which is full of competition and talent, but knowing the best way to respond to that offer is the thing that sets you apart from the rest of the candidates. Whether you want to accept that offer or not, your response tone matters greatly. It will make or break your future professional relationship.

On receiving a job offer, we have many questions, such as how to respond to a job offer. Should we respond to job offer email or not? How to respond to a job offer, negotiate conditions, and more. If such questions also strike you, we are here to help you!

In this blog guide, we’ll let you know everything you must know after receiving a job offer email, its  confident acceptance, negotiated condition, and even respectful rejection response, along with templates and professional examples that you can use as it is. Stay connected with us and read till the end!

What is a Job Offer & How Does a Job Offer Email Look?

A job offer is a formal invitation from a company or employer to the candidate who has applied for that job. It is not necessarily important that you must have a job offer email, some recruiters may like to have an in-person call rather than a formal message, but some basic terms are the same in every job offer, like;

• The job title will be described
• Responsibilities & duties
• Joining date & time 
• Job duration in some cases
• Salary package
• Overtime schedule
• Healthcare and other benefits, if any

Job Offer Email Sample

Subject: Job Offer – Content Writer at ABC Company

Dear [Your Name],

We are delighted to offer you the position of Content Writer at XYZ Company. You will be a great addition to our team based on your qualifications and interview performance.

The starting salary for this role is $158,000 annually, and your anticipated start date will be 10 June 2025. A detailed offer letter outlining compensation, benefits, and job responsibilities is attached for your review.

Please let us know your decision by Friday, 23 May.

We’re excited about the prospect of you joining our team. Feel free to reach out with any questions.

Best regards,

[Hiring Manager’s Name]

ABC Company

How to Respond a Job Offer (Step-by-Step Guide)

It requires professionalism to respond to job offer emails. There should be clarity in your response, and try to be on time if you don't have any sudden issues. Here we’ll give you some basic tips.

Read Job Offer Thoroughly & Carefully (Twice)

It's very important to read job offers carefully in full detail before responding. Read all benefits, time and any other important detail so that you would respond according to your availability. Check it thoroughly, everything is according to your point that you discuss in the interview. Also make sure to fulfil your promise and be on time. 

Response Time

The ideal time to respond to an email is within 24 hours, neither too abruptly nor too late. There is no need to respond within seconds or delay for days; both behaviours are not professional, and you may lose job opportunities. In case you cant respond soon than ask them for some time to review their offer.

Examples

• Thank you very much for the job offer. I appreciate the opportunity and the confidence you've shown in me.I want to take a little time to review the offer thoroughly and ensure I make the best decision. Would it be possible to get back to you with my response by [insert date – typically 2–3 days later]?

• Thank you so much for offering me the [Job Title] position at [Company Name]. I’m truly honored and excited by the opportunity.Before making a final decision, I’d like to take a few days to carefully review the offer and consider all aspects of the role. Would it be alright if I provide my decision by [specific date]?I appreciate your understanding and look forward to getting back to you soon.

Be Professional & Polite

It is important to behave professionally, no matter whether you are accepting or rejecting it. Your professional behaviour will be beneficial for your future terms. So be polite, adopt a formal tone, and follow business format:

1. Write a proper subject line
2. Greet formally 
3. Show gratitude for having the opportunity
4. Clearly describe your purpose
5. Close formally with best regards 
6. Proofread before sending

Example

Subject: Job Offer Response

Dear Mr. Moon,

Thank you very much for offering me the position of Marketing Coordinator at XYZ Solutions. I truly appreciate the opportunity and am excited about the potential to contribute to your team.

I want to take a short amount of time to carefully review the terms of the offer before making a final decision. Would it be acceptable to respond by Thursday, 22 May?

I’m grateful for your consideration and look forward to speaking with you again soon. Please let me know if I should review any paperwork or information.

Best regards,

[Your Name]

Accepting a Job Offer Professionally

Now learn how to accept offer of employment? When you decide that you want to accept this offer, you have to give them a professional response. Write your response so that it leaves a good impression on your employer.

You should remember some key elements while responding to a job offer email.

Key Elements to Include

Critical key elements are as follows, as described earlier, but one thing that is important while accepting an offer is;

• Show enthusiasm 
• Willingness to do work honestly and adequately
• Confirm your joining date 

And don't forget to be on time because sticking to commitment and sincerity are the only ways to get a higher rank in the job.

Sample Acceptance Email Templates

Please look at these two samples we have penned down for you before you reply to the email for a job offer. You can change your information and easily use it to send an acceptance email to your recruiter.

Sample 1

Subject: Job Offer Acceptance –  Your Name

Dear Ms. XYZ,

Thank you for offering me the role of Customer Support Specialist at GlobalTech Solutions. I’m excited to join the team and contribute to your company’s mission.

I am happy to accept the offer formally, and I look forward to starting on 3 June 2025, as discussed.

Please let me know if I need to complete any forms or documents before then. Thank you again for the opportunity.

Best regards,

Your Name

Sample 2

Subject: Acceptance of Job Offer – Write Your Role

Dear Mr. Lewis,

I hope you’re doing well. I’m writing to formally accept your offer for the Marketing Manager position at BrightSide Media. I appreciate the opportunity and look forward to working with your talented team.

As the offer outlines, my starting salary will be $70,000 annually, with health benefits effective from the first day. My start date will be Monday, 1 July 2025.

Please let me know if there’s anything I should prepare before then. I’m excited to begin this new chapter.

Sincerely,

ABC Your Name

Negotiating Terms in Your Job Offer

Sometimes you want to accept that offer, but some parameters do not match your choice. You can negotiate your terms and conditions with the employer in such cases. You can negotiate about your;

• Salary package
• The time you can give to them
• Remote work permission
• Starting date if not suitable for you

How to Reply to Mail for Job Offer Negotiating Conditions

If you want to negotiate about something, then you must follow these tips;

• Write your request clearly: Be clear about what you are requesting or negotiating. Ask them in a sugar-coated way, don't be rude
• Give Proper Justification: justify what you are requesting, give a reason for your request positively and professionally.

Sample

You can use this sample as it is if your concern is the same, or change body lines according to your choice.

Subject: Follow-Up on Job Offer – [Your Name]

Dear Mr. Anderson,

Thank you so much for offering me the position of Software Developer at TechNova Inc. I'm excited about the opportunity and eager to contribute to your team.

After reviewing the offer, I hoped we could revisit the starting salary. Based on my research and the scope of the role, a salary of $72,000 would be more in line with the industry average for similar positions.

I want to emphasize how enthusiastic I am about joining your company, and I’d be happy to discuss further at your convenience.I appreciate your consideration.

Best regards,

Your Name

Politely Declining a Job Offer

It is not necessary, if you find any job offer you must accept it. Some people think not to respond if they don't want to accept, this is not the right approach. You should definitely respond to that mail and decline it respectfully in such a way that keeps your door open for your future opportunities.

Why You Might Say No

You may have several reasons to decline an offer.

• You have any other good opportunities
• The salary package is not as per your choice
• Some personal reasons

Best Way to Decline an Offer

The best approach is to give a prompt reply, 

1. First greet 
2. Thanked them for providing an opportunity
3. State your decisions directly 
4. State the reason if you want to share
5. Ended up in such a way that you keep the door open for your future opportunities.

Decline Email Samples

Subject: Job Offer – [Your Name]

Dear Ms. Rivera,

Thank you for offering me the HR Specialist position at PeopleFirst Solutions. I sincerely appreciate your time and the opportunity to learn more about your team and company.

After careful consideration, I’ve decided to decline the offer. While it was difficult, I’ve accepted another opportunity that aligns more closely with my long-term goals.

I’m grateful for the offer and wish you and your team success. I hope we can stay in touch.

Warm regards,

Lena Morris

Common Mistakes to Avoid

Avoid these mistakes to leave a good impression on your employer.

• Take too much time to respond
• Not expressing gratitude
• Not being formal or using an informal tone; Overly Casual or Unprofessional
• Not using the proper method as described earlier
• Sent email without proofreading
• Accepting it without reading credentials
• Ignoring negotiable points
• Angrily decline it if not acceptable
• Send a copy-paste message

Summing Up

Until now, we have understood how we can respond to a job offer, whether we will accept, negotiate, or decline it. Terms, conditions, and scenarios are all described in detail. If you still have some confusion, feel free to ask in the comment section; we are here to help you.