How to Accept a Job Offer via Email (With Template)

How to Accept a Job Offer via Email (With Template)

- Published: - 12 minutes read

Just got a job offer? In this quick guide, we’ll show you how to write a stellar acceptance email. So that you can make a positive first impression on your employer and start your new job with panache.

Congratulations 🎉 You’ve made it through the interview process and that in itself is no small feat. But now it’s time to give your employer a final answer. And while you can take 1 or 2 days before making a decision, you shouldn’t take too long.

As we see it, there are 3 possible scenarios for you at this point. In this quick guide, we’ll help you with options #1 and #2. ⤵️

  1. You want to take the offer (in this case, keep reading this guide and we’ll show you exactly how to accept a job offer via email)
  2. You want to negotiate (go here to learn how to revisit certain terms of the offer before accepting it)
  3. You want to decline the offer (if so, we’ve written another guide to explain you how to politely turn down a job offer)

Accepting a job offer can be both exciting and frightening, so we’ll guide you through the entire process, step by step. Here’s a detailed overview of what we’ll cover ⤵️

Sounds good? Then let’s get started.

When to respond to a job offer email?

Ideally, you should respond to the job offer within 24 to 48 hours. This shows consideration for the employer’s time, while also giving you enough time to thoroughly review the terms.

If you need more time to make a decision, send an email to the recruiter and request an additional delay to consider the offer. If possible, try to be specific about how much extra time you need and why.

“Thank you for the offer. To ensure I make a well-informed decision, may I take an additional two days to review the terms?”

If you’re waiting on other offers and can’t provide a response immediately, it’s good practice to at least confirm you’ve received the offer, and indicate when the employer can expect your decision.

“Thank you for the offer. I am currently reviewing the details and will provide my formal response by [specific date].”

Lastly, don’t delay your response with a good reason. A prolonged delay may be perceived as a lack of interest or indecisiveness, which could lead the employer to consider other candidates instead.

How to write a good job acceptance email

Your email to accept a job offer should include 6 elements if you want to make a positive impression on your new employer ⤵️

  1. A professional subject line
  2. A formal, yet personalized greeting
  3. A short opener to express your gratitude
  4. A statement to officially accept the job offer
  5. A recap of your terms of employment
  6. A polite email sign-off

Let’s break down each element, shall we?

1. Start with a professional subject line

The subject line of your email is the first thing your recruiter will see. So let’s use it to make a good impression.

To craft an effective subject line for your acceptance email, here are a few tips worth keeping in mind ⤵️

  • Clarity – Your subject line should be straightforward, informative, and accurately reflect the purpose of your email.
  • Specificity – Include some details such as your name or the title of the job you’re applying for to make your email more recognizable.
  • Brevity – Try to be concise. We recommend using no more than 7 words or 50 characters. Beyond that, your subject line may be cut off on mobile devices.
  • Professionalism – Avoid overly casual language, emojis, or abbreviations. Your subject line should reflect your professionalism.

Here are some examples of subject lines you could use as the header of your email to accept a job offer ⤵️

  • Confirming acceptance of [Job Title] role
  • Ready to join [Company] as [Job Title]
  • Positive response to [Job Title] offer
  • Excited to join [Company]’s team

Once your subject line is ready, you can move on to the next step of writing your job offer acceptance email.

2. Personalize your greeting

Start your email with a formal greeting. If you know the name of the person who offered you the job, use their name with an appropriate title. For example, you could say something like “Dear Mr. Smith”.

The appropriate greeting mostly depends on your relationship with the recipient. If you’ve already met them a few times and feel comfortable addressing them by their first name, you can start your email with “Dear John”.

If the company’s culture leans towards less formal communications, you can match that tone in your job offer acceptance email and start your message with a more relaxed greeting such as “Hello John”.

But always stay professional. And if you’re not quite sure how to address your recipient, stick to a more formal greeting. Lastly, make sure to double-check the name and title of your recipient to avoid careless mistakes.

3. Thank the employer

You can begin your message by showing your appreciation and enthusiasm for the opportunity given to you by the employer.

This sets a positive tone for the rest of your job offer acceptance email and demonstrates your professionalism.

But don’t overdo it. Your statement of gratitude needs to be genuine and concise. A couple of lines should be more than enough to express your appreciation.

"I hope this email finds you well. I am truly grateful for the opportunity to join [Company Name] as [Job Title], and I look forward to the exciting work ahead."

If possible, try to go beyond a generic thank you and mention specific elements that you liked about the hiring process or the job itself.

4. Officially accept the job offer

Begin this next section of your email with a straightforward statement of acceptance. Make sure to specify the title of your new position (as it was mentioned in the offer) to avoid any ambiguity. You can also mention the name of the company and your starting date.

"Thank you for offering me the [Job Title] position at [Company Name]. I am happy to accept this offer and excited to join the team."

5. Clarify your terms of employment

You can then briefly restate any key terms of the offer, such as your starting salary or any special conditions that were agreed upon.

This paragraph has 2 goals: prevent any confusion or misunderstanding, and keep a written record of your agreement with the employer.

"As discussed, my starting salary will be [Salary] per year, with [days] annual leave, and private health insurance."

Now is also a good time to ask any questions you may have about the position, or to ask the employer if they expect anything else from you.

"Please let me know if there are any specific preparations I should make before my first day of work."

This way you can make sure that you’ve got all the information you need and calmly prepare for your first day.

6. Conclude and sign

You can finish your email by thanking the employer once again for their proposal, and showing your enthusiasm for the job.

Conclude your communication with a professional email sign-off. There are a few options for you to choose from ⤵️

  • Kind regards,
  • Best wishes,
  • Sincerely,

Also, don’t forget to add your signature at the end of your acceptance email. Include your name and an easy way to contact you, like your phone number.

Don’t have an email signature yet? You can create one in minutes thanks to our free email signature generator.

Bonus tip: Proofread your offer acceptance email

Last but not least, make sure to proofread your job offer acceptance email before sending it. Find and correct any typos and grammatical mistakes with the help of a spell-checking tool like Grammarly, or QuillBot.

Try reading your email out loud to see if it sounds right, or ask a friend to read it. You can also use the Hemingway app to make sure your writing is clear and easy to digest. Once you’re happy with the results, press send.

Job offer acceptance email template

Need some help to get started? Here’s an email template you can use to accept a job offer professionally and express your enthusiasm. Feel free to steal from us or use it as a source of inspiration to kickstart your writing process.

Subject: Excited to Accept the [Job Title] Offer

Dear [Name],

Thank you for offering me the [Job Title] position at [Company Name]. I am happy to accept this offer and excited to join the team on [Date].

As discussed, my starting salary will be [Salary] per year, with [days] annual leave, and private health insurance.

Please let me know if there are any specific preparations I should make or additional information you require from me before my first day of work.

Thank you again for the opportunity — I can’t wait to get started!

Best regards,

[Your Name]

What are the next steps after sending your acceptance email?

Once you’ve sent your acceptance email, wait for your employer’s response. If they don’t reply after a few days, you may want to consider sending them a polite follow-up to make sure they received your first email.

After they’ve replied, you’ll probably need to review and sign formal employment documents, like a contract or an offer letter. If everything seems to be in order, sign the documents and return them to your recruiter.

At this point, the employer may require you to provide additional documentation, like your ID, or your banking details. In most companies, the HR department will guide you through the entire process.

And that’s it. Now that you’re all set, make sure to prepare for your first day. Plan your commute, make sure to follow the company’s dress code, and take a look at your schedule, if your employer sent you one.

Frequently Asked Questions

How formal should my acceptance email be?

There is no universal answer here. How formal your job offer acceptance email should be depends on the company’s culture and the nature of your relationship with the recruiter. Try to mirror the overall tone of your communications with the company, and when in doubt use formal language. Whatever you do, make sure to remain polite and professional throughout your acceptance email.

Can I accept the offer verbally and then follow up with an email?

Of course. When you receive a job offer via the phone or in person, you can verbally accept the offer and express your gratitude. But make sure to ask for a written version of the offer to keep a record of the agreement. You can then send a follow-up email to confirm your acceptance formally. Your email should include a recap of the key terms of the offer (position title, salary, start date, etc.) and reiterate your enthusiasm for the job.

Is it appropriate to negotiate the terms of the job offer in the acceptance email?

Your acceptance email is for saying ‘yes’ to the job offer as it is. If you want to discuss some parts of the offer, do that before you send this email. Here’s a proven process you can follow to negotiate the terms of the job offer before accepting it ⤵️

  1. Wait for the initial offer of the employer. Then list the terms you wish to negotiate and prepare a justification for your claims.
  2. Send the employer an email to express your interest in the position and request a conversation to discuss the offer in more detail.
  3. Negotiate the terms with the employer. You can do this over the phone or via email, it’s up to you and the recruiter.
  4. Once you’ve come to an understanding, send an email to officially accept the job and confirm the agreed-upon terms.

If you can’t find an agreement with the employer, then maybe this offer isn’t the right fit for you. In which case you may want to send an email to decline the role.

This guide was written by Paul Anthonioz, content editor at Mailmeteor. Mailmeteor is a simple & privacy-focused emailing software. Trusted by millions of users worldwide, it is often considered as the best tool to send newsletters with Gmail. Give us a try and let us know what you think!

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