Reply promptly to acknowledge a job offer, thank the employer, name the role, and state when you expect to decide. If you need more time, request a specific date. When you accept, confirm the agreed terms in writing; when you decline, be appreciative and direct. The samples below cover each response, including asking to discuss compensation.
What to say when you receive a job offer
Keep your first response focused: acknowledge receipt, express appreciation, identify the position, and clarify the decision timeline. If the offer does not state a deadline, ask when the employer needs your answer. Purdue’s career center recommends identifying the position and salary, giving a decision date, and asking about unclear terms in the acknowledgment: Purdue CCO’s job-offer guidance.
Email sample: acknowledge the offer
Subject: Thank you for the [Job Title] offer
Dear [Name],
Thank you for offering me the [Job Title] position at [Company]. I’m excited about the opportunity to contribute to [team or project]. I’m reviewing the offer and will get back to you by [date]. Could you confirm whether that timing works?
Best,
[Name]
If salary or another important term is unclear, ask a concise question rather than making assumptions. The University at Buffalo advises candidates responding to a verbal offer to ask when the written offer will arrive and when a formal decision is due: University at Buffalo’s offer-management guidance.
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How to ask for more time
Thank the employer, explain briefly that you need time to review the offer, and propose a date you can meet. A specific request gives both sides a clear next step; do not leave the employer guessing about when you will respond.
Email sample: request an extension
Dear [Name],
Thank you again for the offer for [Job Title]. I’m very interested in the opportunity and would appreciate time to review the details carefully. Would it be possible for me to give you my decision by [specific date]?
Thank you for considering my request.
Best,
[Name]
Virginia Tech’s career guidance also recommends proposing a named decision date when asking for additional time: Virginia Tech’s offer-response examples.
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How to accept a job offer in writing
Accept only when you are ready to commit. Your acceptance should name the role and confirm the agreed start date and key terms. If the employer has not provided a written offer, DePaul recommends confirming the position, start date, rate of pay, and other agreed terms by email or letter: DePaul’s salary negotiation and offer guidance.
Email sample: accept the offer
Dear [Name],
I’m pleased to accept the [Job Title] position at [Company]. Thank you for the opportunity. As discussed, I will start on [date], at [agreed terms]. I look forward to joining the team.
Best,
[Name]
Use the final message to confirm the terms you have agreed on, not to introduce new conditions. Santa Clara University likewise advises candidates not to accept before they are ready: Santa Clara’s job-offer guidance.
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How to negotiate before accepting
If you want to discuss compensation or another term, express enthusiasm and ask for a conversation before formally accepting. Focus on the items that matter most to you and prepare a clear reason for each request. UW–Madison identifies salary, start date, signing bonus, and relocation expenses as terms that are often negotiable, while noting that some terms may be applied uniformly: UW–Madison’s offer and negotiation guide.
Email sample: request a negotiation conversation
Dear [Name],
Thank you for the offer for [Job Title]. I’m enthusiastic about the role. Before I make a decision, could we schedule a conversation about [salary, start date, or another specific term]? I’ve reviewed [relevant market or personal information] and would appreciate discussing whether there is flexibility.
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Best,
[Name]
A conversation can be a useful first step; adapt to the employer’s stated process. UNLV also provides a written example for opening a discussion about salary and benefits: UNLV’s professional correspondence guidance.
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How to decline an offer
Once you decide to decline, tell the employer promptly. Thank them for the offer and their time, state clearly that you are declining, and keep the explanation brief. A call or a short written message can both work.
Email sample: decline the offer
Dear [Name],
Thank you for offering me the [Job Title] role and for the time you and the team spent with me. After careful consideration, I’ve decided to decline. I appreciate the opportunity and wish you and the team well.
Best,
[Name]
Santa Clara and Virginia Tech both recommend a courteous, direct decline rather than delaying after you have made your decision: Santa Clara’s job-offer guidance and Virginia Tech’s response examples.
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If you have more than one offer
Compare what the opportunities would mean for your work and finances, not just the wording of the offer messages. DePaul identifies role and responsibilities, manager and coworkers, location and commute, salary and benefits, cost of living, and personal priorities as factors to weigh: DePaul’s offer-evaluation guidance.
- Role: responsibilities, team, and fit with your goals.
- Practical demands: location, travel, and commute.
- Financial terms: pay and benefits in light of the cost of living.
- Personal priorities: the requirements or preferences that matter most to you.
Email or letter: which format should you use?
Use the communication method the employer specifies. For an email-first process, an email is a natural way to acknowledge an offer and confirm your response. If the employer requests a letter or a signed document, follow that request. In either format, keep the message professional and make the decision or question easy to find.
What to check before sending
- Have you named the role and thanked the employer?
- Does the employer know when you will make a decision, or what date you are requesting?
- If accepting, does the message reflect the actual agreed terms and start date?
- If negotiating, have you identified the specific term and asked for a discussion before accepting?
- If declining, is your decision clear and your response timely?
These career-center examples are general professional guidance, primarily from U.S. universities, not universal legal rules. Follow the offer letter, the employer’s instructions, and applicable local requirements.
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