How to respond to a job offer, with email examples

What should you say when you first get a job offer?

Thank the person, say you are pleased, and ask for the offer in writing with the deadline. You don't need to accept on the spot, even if the call is friendly and the number sounds good. A short, warm reply buys you time to read the details and decide without seeming unsure.

Many offers come by phone first. Here is an example of what to say on that call.

"Thank you, I'm really pleased to hear that. I'm excited about the role. Could you send the offer in writing, with the benefits details? And when would you need my answer?"

If the offer arrives by email, reply the same day with a short note. Here is an example.

Hi [name], thank you for the offer for the [job title] role. I'm excited about it. I'll review the details and get back to you by [date]. Could you also send the benefits summary? Best, [your name]

That reply confirms you received the offer and sets the date you will answer. It also signals interest without committing you to the terms as written.

What should you check before you respond to a job offer?

Check that the written offer matches what you were told and covers every term that matters to you. Look for the job title, base salary, bonus, start date, work location, hours, vacation, benefits start date and any conditions. Conditions often include a background check, references or proof that you can work in the country.

Background checks have rules. The EEOC's guide on background checks says an employer "must ask for your written permission before getting the report" from a background check company. If the employer may not hire you because of the report, it must first give you a copy and a notice of rights.

In Ontario, employers with 25 or more employees must give each new hire certain written information before the first day of work. It includes the employer's legal name, the starting wage, the pay period and pay day, and the expected hours. That rule took effect on July 1, 2025, and you can use it as a checklist for your own offer.

If something is missing or unclear, ask in writing before you accept. A one-line question now saves a hard conversation after you start. Use the guide on total compensation vs salary to check the numbers in the benefits summary.

How do you ask for more time to decide?

Ask for a specific new date and give a short reason. Employers expect some candidates to need time, especially when they are waiting on another process. The National Association of Colleges and Employers' advisory on offer deadlines asks employers to "be open to reasonable requests for additional time."

The same NACE guidance says "a one- to two-week time frame for offer deadlines is common" in campus recruiting. Outside campus hiring, deadlines vary, so read your offer letter. Here is an example email asking for more time.

Hi [name], thank you again for the offer. I'm very interested and want to give it the attention it deserves. Would it be possible to have until [date] to respond? I'm finishing another process and want to make a final decision with all the information. Thank you for understanding. Best, [your name]

Ask for a few extra days, not several weeks. If the employer says no, decide by the original date.

How do you accept a job offer by email?

Accept in writing, restate the main terms and confirm the start date. Restating the terms gives you a record and catches any mistakes before your first day. Then ask what happens next, such as paperwork, a background check or a call with your new manager. Keep the tone warm and the email short.

Here is an example acceptance email.

Subject: Acceptance, [job title] offer Hi [name], Thank you for the offer. I'm happy to accept the position of [job title] at a base salary of $[figure], with a start date of [date]. I've signed and attached the offer letter. Please let me know what you need from me before my first day, and whether there's anything I should read or complete in advance. I'm looking forward to joining the team. Best, [Your name]

If the employer uses an e-signature system, sign there and send a short email as well. A reply to a real person confirms that your acceptance was received.

How do you negotiate before you accept?

Raise any request before you sign, since accepting usually closes the conversation on starting terms. Put your request in one email with one number and one reason. The guide on how to negotiate salary has scripts for email and phone, and the counter offer email examples cover signing bonuses and vacation.

Some employers can only change pay before you start. In the US federal government, an agency that sets a new hire's pay above step 1 under the superior qualifications authority must approve it "before the employee enters on duty," and the decision "cannot be made retroactively."

If you have two offers, use the guide to compare two job offers before you negotiate with either. Knowing which one you prefer, and why, makes your request clearer.

How do you decline a job offer politely?

Decline promptly once you have decided, thank the employer and keep the door open. You don't need to give a detailed reason. A short email is enough, and a call first is a courtesy if you worked closely with the recruiter or the hiring manager. Here is an example decline email you can copy.

Hi [name], Thank you for the offer for the [job title] role and for the time you and the team spent with me. After careful thought, I've decided to accept another position that is a closer fit for what I'm looking for right now. I enjoyed meeting everyone and would be glad to stay in touch. Best, [Your name]

Declining well matters, since recruiters and managers move between companies. A polite no can lead to a call about a different role later.

What happens after you accept?

Expect paperwork and checks between your acceptance and your first day. In the US, your employer verifies your identity and work authorization on Form I-9. US Citizenship and Immigration Services says the employer must complete Section 2 of Form I-9 "within 3 business days" of your date of hire.

If your offer is conditional on a background check or references, ask the recruiter when those will be complete, and think carefully before you resign from your current job while conditions are still open. A conditional offer can still fall through.

The first months are also a time of less protection. In Ontario, the termination rules say employees who have worked less than three months are not entitled to notice or termination pay under the Employment Standards Act. Keep that in mind when you plan your notice and savings.

How do you get ready for the first day?

Once you've accepted, give notice at your current job when your conditions have cleared, and reply to any onboarding emails quickly. Ask your new manager whether there is anything to read before you start. Use the gap to rest, and write down the goals you discussed in your interviews so you can refer to them in your first weeks.

The after-interview checklist is useful if you are still waiting on other employers and need to close those processes. If you want to keep your interview skills sharp for future rounds, the free interview question generator creates practice questions for any role.