How to Reply to Job Offers via Email

Jeremy Razo
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After all your effort applying and interviewing for jobs, you received an offer! 
But do you know how to properly respond back to an offer or even negotiate salary and other benefits? 
Here’s a checklist of what you should have before you respond back with the hiring manager or recruiter (with a few examples).  

1. Acknowledge your win - Yes, take the time to reflect on the journey you took to arrive at this moment. Whether it took two weeks or almost a year, celebrate your efforts in putting together a great resume and masterful interview. Congrats to you! Once you’re able to let the emotional roller coaster wear off, then you can proceed to reviewing the offer letter with a clear and focused mind. 

2. Review the offer in front of you – Hopefully you didn’t celebrate too hard! Here is where you need to understand what’s on the table for you. And don’t be content just knowing your pay! Companies offer so much more than just a “nice salary”. Ask yourself, “what is everything this company is offering me?”. Offers vary by industry but most letters provide you with a clear start date, details on compensation (e.g., yearly salary, hourly, or commissions) and a benefits package (i.e., details on health/dental insurance, 401Ks, paid time off (PTO), and tuition reimbursement). Be sure you review what’s included in the offer several times before moving on to the next step. 

3. Address any shortcoming in the offer - Hopefully your offer was to your liking! You can now move forward with the next step. If your offer wasn’t to your liking, here is where you want to consider your options based on your situation. Was the pay lower than your liking? You’re more than welcome to negotiate with the recruiter/ manager. Is the employer asking for a sooner than expected start date? You can definitely let your contact know if they can make accommodations for you. The key step here is to make sure you follow up with the hiring manager/recruiter. 

4. Make decisions and move forward - Here is the step where the magic happens! If you like your offer and have no reservations with it, email or call the hiring manager/recruiter to accept. Congrats. Be aware of follow up emails from your contact as hiring can sometimes be contingent on a favorable result from the info you provide on forms during a criminal background check or identity verification. 
Don’t like your current offer? You can always send it back to your contact to negotiate (as mentioned in step 3). Hopefully you can re-work your offer and finally accept. If the company does not want to negotiate, feel well within your right to properly decline the offer. No one is forcing you to take an offer you don’t feel comfortable with! You do not want to create a lose-lose situation where you end up resenting your new employer and do sub-par work or leave the company after 3 months because you wanted more.  

5. Follow up with other companies - If you accepted an offer while interviewing with other companies, let the other companies know you accepted a position elsewhere. Not only is this a professional courtesy, this is your ethical responsibility. Recruiters and hiring managers usually have deadlines to meet and positions to fill. You can let these companies know you’re no longer interested in the job via email or phone. 

The 5 items in the checklist will have you feeling confident in responding to any job offer that comes your way. As promised earlier, here are some examples of how you can reply to an offer, based on three different scenarios:  

1. Accepting the job, no issue with offer:  

Hello [name], 
Thank you for your help throughout this entire process.  
I reviewed the offer letter and I am happy to accept the job offer as written. 
I look forward to joining the team, please let me know what next steps are.  
Thank you, 
[Your name] 

2. Issue with offer: 

Hello [name], 

Thank you for your help throughout this entire process.  
I reviewed the offer letter and although I’d like to accept, I was wondering if [mention your ask right here… e.g., a salary increase, more PTO, or work from home privileges] would be open for reconsideration.  

Based on my research [mention things you looked up to support your numbers] I believe that this offer is more than fair and I believe [mention why you earned this extra benefit…e.g., you have previous experience, you have skills/ certifications, bilingual, etc… no, just because you “deserve it” will not work here] 

I believe my skills and experience will help me [mention how what you bring will benefit the company… e.g., reach more clients or help grow a specific segment of business] and will allow me to become an asset to [name of company]. 
Please let me know your thoughts, 
[Your name] 

3. Declining the offer: 

Hello [name], 
Thank you for your help throughout this entire process.  
Please withdraw my name from consideration for this role. 
I just accepted an offer from another company and will be moving forward with them. 

I wish you and your team the best moving forward. 
[Your name] 

Responding to offer letters is not as complex as you think! Just follow the 5 steps from the checklist and responding back to hiring managers/recruiters should be a breeze! Remember to proofread your email and be willing to follow up promptly to avoid not being hired.  


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