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Sample reply mail for job offer

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Sample reply mail for job offer
June 28, 2019 Anniversary Wishes For Parents 4 comments

Dear Ms. Smith,. I was thrilled to hear your team has decided to extend me the job offer of Social Media Manager at your organization. I am very pleased to.

What is a formal job offer letter or email to candidates?

A formal job offer letter/email is a document which employer sends to the selected candidate in order to offer them a job for a certain position at their company. 

The importance of sending a formal job offer letter or email to candidates

Making all the aspects of a job as clear as possible to the new hire is extremely important for both candidates and companies.

This is why is necessary to send a formal job offer letter/email to your chosen candidate.

How and when to send a formal job offer letter or email to candidates?

Usually, a candidate is contacted via phone before sending a formal job offer letter/email.

When candidates confirm accepting your job offer via phone, you should send them an employment offer of employment letter it via email or traditional mail as soon as possible!

Template for a formal candidate job offer letter/email 

Here is a standard formal job offer letter example and formal job offer email template. Use this job offer template to offer a job to your chosen candidate ina formal way.

Of course, feel free to customize this formal job offer letter/email template to fit your own needs adn employer brand!

Formal job offer letter/email template

Dear Mr./Ms. (insert selected candidate’s last name),

I am pleased to extend the following offer of employment to you on behalf of [insert your company’s name] You have been selected as the best candidate for the [insert job position name] position. Congratulations!

We believe that your knowledge, skills and experience would be an ideal fit for our [insert your company's department] team. We hope you will enjoy your role and make a significant contribution to the overall success of [insert your company’s name].

Please take the time to review our offer. It includes important details about your compensation, benefits and the terms and conditions of your anticipated employment with [insert your company’s name].


[insert your company's name] is offering a [insert applicable option: full time/part time/etc.] position for you as [insert job title]. In this position, you will report to [insert immediate manager/supervisor position title].

Working hours

This is a [insert applicable option: full time/part time/etc.] position requiring approximately [insert appropriate number] hours per week. Your regular weekly schedule will be from [insert appropriate day of week] to [insert appropriate day of week].

Expected hours of work are from [insert desired hour] to [insert desired hour].

Compensation and Salary 

For [insert job title] position, [insert your company's name] is offering a salary of [insert appropriate dollar/euro amount] per [year/ hour,/etc.]. You will be paid on a [insert applicable option: weekly/monthly/etc.] basis.


As part of your compensation, [insert your company's name] is also offering [insert a short description, terms and conditions of your bonus system if applicable].


As an employee of [insert your company's name] you will be eligible for [insert a list of benefits your company offers, such as health/life/disability/dental insurance; stock options; profit sharing; etc.].

Commencement date

As we discussed, your employment will commence on [insert desired date].


You will be based at [insert your company’s office address] but may be required to work at such other locations determined by the needs of the business.

Please indicate your agreement with these terms and accept this offer by signing this agreement and returning it to me before [insert appropriate date].

We look forward to welcoming you to the [insert your company’s name] team.

If you have any questions or need additional information, please don’t hesitate to contact me by email [insert your email address] or phone [insert your phone number].


[insert your first name and last name]

[insert your job position title]

[insert your company’s name]

Formal email tips & tricks

Subject line: Job offer from [insert your company’s name]

Need more HR and recruiting templates like this Formal candidate job offer letter/email template?

Check templates for Human Resources and templates for Recruiters.

I am writing to confirm my acceptance of your employment offer on April 20 and to tell you how delighted I am to be joining XYZ Corporation in Chicago.

Respond to a Job Offer, Negotiating Conditions

sample reply mail for job offer

Accepting a job offer isn’t as simple as saying, “I’ll take it! When do I start?” It’s important to make sure you and your employer have covered all the bases and there’s no confusion. It’s best to accept a job offer with a letter of acceptance.

Here’s a tip: Want to make sure your writing always looks great? Grammarly can save you from misspellings, grammatical and punctuation mistakes, and other writing issues on all your favorite websites.

What to Look for in a Job Offer

Prior to the official offer, you may take part in a brief little dance (sometimes called a supposal) where your potential employer says something like, “Suppose we want to offer you a position. What would we have to offer in order for you to accept?” Once you’ve negotiated the terms, it’s time to seal the deal.

Here’s a tip: The time to negotiate your salary and benefits is before you’ve accepted the position. If you’ve had a strong interview (or series of them) and you’re anticipating being offered a position, it makes sense to prepare to address these things in advance. Knowing what you want is half the battle.

Except in the most informal cases, your future employer should then extend an offer to you in writing. The offer should lay out:

  • Your salary
  • Your benefits package
  • Your start date

Here’s a tip: If the employer doesn’t extend a written offer, it’s a good idea to request one. You can subtly prompt the employer to send you something in writing by saying, “I’m excited to get to work! I’ll review the terms of your written offer just as soon as I receive it. When would you need my response?”

How to Write an Acceptance Letter

You’ve got the job! Now it’s time to show your new employer they’ve made a good investment. You polished your resume and cover letter, so give your acceptance letter the same attention. Make sure you proofread your letter carefully. (May we suggest a helpful personal editor?)

Here’s a tip: Read your letter aloud to yourself before you send it. Reading aloud helps you recognize problems with flow and syntax—the parts you stumble on as you speak might need some rewriting.

Be sure to express your gratitude for the job offer. You’ve been given an opportunity, and your acceptance letter is a great time to show how excited you are to get started. Think about what you’re looking forward to the most. Maybe you’re amped about contributing your creative energies to projects, or you’re on board with the company’s mission, or you’re ready to dig into a project you’ve been told about. Go ahead and say so!

Keep your letter short and sweet, but do include these elements:

  • A thank-you for the opportunity
  • Verbiage that says you accept the company’s offer of employment
  • Your title
  • A recap of the salary and benefits as you understand them
  • The date you expect to start

Job Offer Acceptance Letter Example

You can send your acceptance letter by snail mail or email. If you send a hard copy letter, format it like a business letter with your contact information at the top.

Here’s a tip: If you’re unfamiliar with business letter formats, word processors like Google Docs and MS Word have handy templates you can use.

If you’re sending an email, include your name in the subject line and the words “Job Offer Acceptance.”

Here’s what the body of your message might look like:

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How to Write a Job Acceptance Letter (with Samples)

sample reply mail for job offer

How to accept a job offer

  • June 20, 2019
  • Author: Give A Grad A Go


Congratulations – you’ve got a job offer! Now, all you have to do is accept it.

While accepting a job offer seems like it should be a relatively simple process, there are a series of formalities to adhere to. These job offer acceptance formalitie can pose a few potentially confusing questions...

How long should I wait before accepting a job? How formal does my acceptance need to be? Do I still need to write an acceptance letter / email, or will a verbal acceptance suffice?

To ensure there’s no confusion on either end, read on to find out how to accept a job offer, how to negotiate a job offer, and how to hand in your notice.


1. Receiving A Job Offer – First Stage


The question of how to accept a job offer starts with what to do when you first receive the offer. Most employers will offer you the job by phone call; either personally or via a Recruitment Consultant. Accepting a job is a big decision, so take some time to think about it, and ask the employer or the recruiter any questions you have at this stage.

If you want the job but are unhappy with some of the terms of the offer, it may be that you spend some time negotiating at this stage, before accepting the job offer. Scroll down to find out more about how to negotiate your job offer.

Of course, if you’ve been waiting excitedly for the call, and you know that everything about this job is right for you, you can verbally accept it over the phone at this stage.

When accepting a job offer verbally, say ‘thank you’ for the opportunity, show how excited you are about the offer, and make sure to clarify any question marks you have regarding the offer. It’s not a problem if you haven’t been able to confirm your start date yet; just inform the employer or Recruitment Consultant you will let them know as soon as you can.

After this first communication, you should receive a written formal offer; either by email or by post. It’s important that you have written confirmation of the job offer; so if the Employer or Recruitment Consultant doesn’t inform you of this during your phonecall, ask them about it or request that you receive the offer in writing, even if they weren’t planning to send one.


2. How To Accept A Job Offer By Email / Letter


When you receive a written job offer, it’s polite to respond to it via a job offer email reply or a job offer acceptance letter, even if you’ve already verbally accepted the offer.

A job acceptance email or job acceptance letter can be fairly brief, but needs to contain the following:

  • An expression of your gratitude for the job offer and the opportunity
  • Written formal acceptance of the job offer
  • The terms and conditions (your salary, job title and any other benefits)
  • Clarification on your starting date

It’s also important to make sure it’s a well-constructed and formal job offer acceptance email – see it as your chance to show the employer that they made the right decision offering you the job.

Use the job offer email template below to get started:


Job Acceptance Email Template

Subject line: [*Your name* – Job Offer Acceptance]

Dear [Their name],

Thank you for your offer of [Job title] at [Company name]. I am delighted to formally accept the offer, and I am very much looking forward to joining the team.

As discussed, my starting salary will be [Agreed starting salary], rising to [Increased salary] following a successful probationary period of 3 months. I will receive [days] annual leave, and private health insurance after probation.

I can confirm that my starting date of employment will be [Start date]. If there is any additional information you need prior to this date, please let me know.

Once again, thank you very much for the opportunity, and I look forward to working with you.

Kind regards,

[Your name]


Job Offer Acceptance Letter Template


[Your name]

[Your address]

[Your phone number]

[Your email address]


[Today’s date]


[Hiring manager’s name]

[Company name]

[Company address]

Dear [Hiring Manager’s name],

I am writing to formally accept your offer of [Job title] at [Company name]. I am very grateful for the opportunity, and delighted to be joining the company.

As discussed over the phone, my starting salary will be [Agreed starting salary], with [percentage] commission, as well as [days] annual leave, and private health insurance.

I will be able to start work on [Start date]. If there is any additional information, or paperwork you need me to complete prior to then, please do let me know.

Thank you very much for the opportunity.

Yours sincerely,

[Your name]


Once you have written your response job acceptance email or job acceptance letter, make sure you run through it several times, checking for any grammar or spelling mistakes (try adding a free assistant like Grammarly to your browser). A formal job offer acceptance that is poorly written and littered with errors won’t give your new employer the best impression.


3. How To Negotiate A Job Offer


Employers expect candidates to have questions about the role, the company and the terms of the job offer (usually the salary).

In order to negotiate your salary successfully, make sure you’ve done your research on your market value; and consider what your absolute minimum would be (it’s unlikely you would have gone this far if you aren’t happy with the basic salary they offer, or you haven't discussed your salary expectations).

If you do wish to negotiate salary, ask the Hiring Manager or Recruitment Consultant whether there is any flexibility, as well as how often salary reviews will take place. If they say no, take time to consider the offer as a whole, including other benefits, and room for advancement.

If they say that there is some flexibility, explain to them how your worth - your experience, qualifications and knowledge - justify this higher salary.

Don’t get disheartened if the salary offer is lower than you expected or if the employer won’t budge; especially in entry-level graduate jobs, a lower offer doesn’t mean that the employer doesn’t value or respect you – and there are plenty of other things to look for in a company besides salary.

4. Questions To Ask An Employer Before Starting A New Job


  • Is the salary negotiable?
  • How many days annual leave will I receive?
  • Does annual leave carry over if it’s not used?
  • When do you need a decision by?
  • What benefits are included?
  • What opportunities are there for growth and professional development?
  • What are the working hours?


5. How To Hand In Your Notice


For some people, working out how to accept a job offer is more tricky, because if you’re already working in another job, you will need to officially resign, usually in the form of a resignation letter.*

*Processes for handing in your notice differ from place to place, so if you’re at unsure check your contract or staff handbook; these should tell you how to resign.

A resignation letter should include:

  • Details of the position you are leaving
  • How much notice you are giving (this needs to be whatever is specified in your contract, usually 1 month for entry-level or graduate jobs)
  • When your last day will be
  • A thank you for the opportunity to work at the company
  • Finally, wishing the company good luck / a concluding sentence


Resignation Letter Template


[Your name]

[Your address]

[Your phone number]

[Your email address]


[Today’s date]


[Your manager’s name]

[Company name]

[Company address]


Dear [Manager’s name],

Please accept this letter as confirmation of my resignation from the position of [Your position] at [Company name], effective from one month from today’s date, [Today’s date].

I am very thankful for the opportunities, guidance and ongoing support you have provided me.

I am keen to ensure that the transition is as smooth as possible, so please let me know how I can be of assistance.

Thank you again, and I wish you and [Company name] all the best for the future.

Yours sincerely,

[Your name]


6. Accepting A Job Offer – Next Steps


After you’ve verbally and formally accepted a job offer, finalised all details, and handed in your notice, it’s time to prepare for your first day!

Chances are, you’ll receive some communication from either the Hiring Manager or Recruitment Consultant you’ve been speaking to, before your first day at your graduate job.

They’ll let you know if there is any paperwork or things you should come prepared with.


How To Accept A Job Offer - Summary

  1. Accept a job offer verbally over the phone
  2. Follow up with a job offer acceptance email / confirmation letter
  3. Negotiate the terms of a job offer if necessary
  4. Think of any questions to ask before you start a new job
  5. Find out the process of handing in your notice
  6. Make sure all details are finalised - and get excited for your first day at a new job!


More career blogs for graduates



The process of searching for graduate jobs doesn’t end once you've received an offer. Knowing how to accept a job offer verbally, write a job acceptance email or job offer acceptance letter, and negotiate the terms of your offer, will stand you in good stead in your new role. Good luck!

We hope you found this guide to How To Accept A Job offer a helpful resource!

Still on the lookout for Graduate Jobs in London? Now you know how to accept a job offer, get applying for graduate jobs!

  • June 20, 2019
  • Author: Give A Grad A Go

How to decline a job offer: 4 free sample letters/emails you can send to employers You always want to show gratitude for an offer before responding with any.

Sample job acceptance letter

sample reply mail for job offer

You’ve just opened up your email inbox to amazingly good news: you got the job! As you’re whooping for joy, arms flailing wildly, you might want to figure out how to compose yourself and write a proper job offer acceptance email. We know just how hard you’ve worked to get here, getting through all those grueling interviews, scraping job portals for open positions, and writing cover letter after cover letter.

Which is why we’ve got some email templates for you to freely use! But before we get into that, let’s talk about those who are still in the middle of the job search and waiting for employer responses.

How long should you wait before expecting a reply to get to you?

In case you’re not a part of the crowd that’s no longer #FUNEMPLOYED, don’t lose hope just yet.

Successful job applications don’t happen overnight. After your interview with a prospective employer, don’t worry yourself to death by assuming you’ll get a positive response after three days. If three days pass without anything happening, you’ll only be disappointed – for nothing!

Rule of thumb: Employers often take up to two weeks or so to get back to you after a successful interview. If you pass the two-week mark, consider moving on to other opportunities and interviews.

What to do after you’ve received your job offer (just before writing the job offer acceptance email)

Right, so you’ve got the job offer. In fact, you’ve got MULTIPLE job offers. What’s a millennial to do but think on it and try to make the wisest choice? Here’s some advice before you take the leap!

1. Weigh your options

Don’t jump the gun just yet. Every job you sent in your application for must have appealed to you in some way, whether it’s the job scope, the dolla dolla billz, or even the location of its office. There are many factors that make a job appealing, so don’t be hasty and take things slow.

It’s time to think about what you prioritise the most above everything else, and make your choice from there. What are you willing to compromise if it meant you could work in a job that can help you feed your family, or help sustain that gym membership?

2. Think about whether this is what you really want

Were you motivated to apply for a certain job because of familial pressure, or because you thought you needed something that could offer you a fat paycheck as opposed to your low-income dream job? When you begin to make a decision, question yourself until you get to the root of your motivation. Understand why you’re doing what you do, and figure out if that’s really in your best interests.

Whatever it is, prioritise your well-being and happiness before any other kind of expectation laid upon you. Think hard about whether this job is something you truly want, or if it’s because someone else expects this of you.

3. Consult friends, family, and mentors

Finally, talk to the people closest to you and get their input. Sometimes it’s better to consult someone who’s on the outside looking in. You’ll benefit greatly from their external opinions, for sure.

Have you decided on the best job offer to accept? Then let’s get into those emails!

Job offer acceptance email templates you can use

Whether you’re writing a formal letter in response to a job offer or a good ol’ email, it’s important to remember these key elements when crafting your message.

  • Brevity is for champions. Efficient ones, at that. Keep your job offer acceptance email (or letter) as concise as possible. You don’t really want to drag out a simple response for too long, since it won’t add any value to your position. You’ve already got the job, after all!
  • Express your gratitude and enthusiasm to start work! It’s time to start making a good impression, even a month before Day One. Write a letter that’s pleasing to the eyes (and heart), and start building bridges with your coworkers/superiors!
  • Proofread your job offer acceptance email – and avoid any silly typos or mistakes. Let’s not die from embarrassment – because even if your supervisor forgets, you can be sure your brain won’t.
  • Your email subject line should always express the gratitude waiting inside the mail itself. It’s really not about anything else other than telling your new boss how grateful you are to get the job. (In this economy, you should be REALLY grateful.)
  • Use this chance to clarify important details of your first day, including reporting time and the name of your supervisor. This will reduce the chances of you getting first day anxiety and stumbling over the little details you should have ironed out long before. 

Here’s the long-awaited job offer acceptance email template:

SUBJECT LINE: Thank you – Cayde Chan (Junior UX/UI Designer)


Hi <hiring manager>,

I’m writing to express my gratitude and appreciation for the chance to come aboard the <company name> team! I would be more than happy to accept the job offer and begin working on <stipulated start date>.

I really appreciate the time you took to interview me last month. It gave me a lot of insight into the culture at <company name>, and I’m excited to meet my new coworkers on my first day.

Please let me know who I will be reporting to. Thank you again for the great opportunity.

Yours sincerely,
<your name>

If you’re writing a formal letter in response to a job offer, remember the typical letter structure that goes like this:




[SUBJECT LINE] Job offer acceptance response letter

Dear <hiring manager>…


I’m writing to express my gratitude at <company name>’s job offer for the position of <role>. I am pleased to inform you that I will be accepting the opportunity – I look forward to growing alongside you and the team. …

Yours sincerely,
<your name>

You can download these two templates above here. Thank us later.

What are you waiting for, now? Go accept that job and start hustling!

If you’re still looking for your dream job, hop on our platform and explore thousands of opportunities today.

Whether you're writing a formal letter in response to a job offer or a good ol' email , it's important to remember these key elements when crafting.

sample reply mail for job offer
Written by Sam
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