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Job Offer Acceptance, Rejection & Counter Offer Letters
Seven replies to a job offer: acceptance letter and email, polite decline, counter offer, negotiation email, asking for more time, accepting after talks.
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What you get
- Seven complete sample letters and emails with [placeholders]
- A counter offer letter that anchors on market data and total compensation, not personal need
- What to confirm in writing before you accept: start date, title, pay, contingencies
- A table of what is usually negotiable and what rarely is
- Guidance for recruiters on how to respond to each type of reply
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Details to have in front of you
- Company name, recruiter and hiring manager names
- Job title as written in the offer
- Base salary or hourly rate offered— e.g. $92,000
- Bonus, equity, sign-on and benefits in the offer
1. Job offer acceptance letter (formal)
[Your name] [Email] · [Phone] [Date] [Hiring manager name] [Company name] [Address] Dear [Hiring manager name], Thank you for offering me the position of [Job title] at [Company name]. I am pleased to formally accept. As discussed, my starting salary will be $[amount] per year, with [bonus / equity / benefits as stated in the offer], and my start date will be [Date]. I understand the offer is contingent on [background check and employment eligibility verification], and I will complete the paperwork promptly. I'm looking forward to working with you and the [team name] team, particularly on [specific project or priority mentioned in interviews]. Please let me know if there is anything you need from me before my first day. Sincerely, [Your name]
2. Acceptance email
Subject: Offer acceptance – [Your name], [Job title] Hi [Recruiter name], Thank you for the offer. I'm happy to accept the [Job title] role at [Company name] on the terms in the offer letter dated [Date]: base salary of $[amount], [other key terms], and a start date of [Date]. I've signed and attached the offer letter. What are the next steps for the background check and onboarding paperwork? Thanks again to you and [Hiring manager name] for a well-run process. Best, [Your name] [Phone]
3. Declining a job offer
Subject: [Job title] offer – [Your name] Dear [Hiring manager name], Thank you for offering me the [Job title] position and for the time you and the team spent with me during the process. After careful thought, I have decided to decline the offer. [Optional, one sentence: I've accepted a role that is closer to my long-term focus on (area). / The commute would not work for my family right now.] I enjoyed meeting the team and learning about [specific project], and I'd be glad to stay in touch. I hope our paths cross again. Kind regards, [Your name]
4. Counter offer / salary negotiation letter
Subject: [Job title] offer – follow-up on compensation Dear [Hiring manager name], Thank you for the offer for the [Job title] role. I'm excited about the position, especially [specific priority, e.g. building out the HRIS reporting], and I want to make this work. Before I accept, I'd like to discuss the base salary. Based on [the posted range of $X–$Y / market data for this role in (city) / my (N) years running (specific, relevant work)], I was expecting a base salary of $[target]. [One sentence of evidence: In my current role I (quantified result that maps to this job).] If there is limited flexibility on base, I'd also be glad to discuss [a sign-on bonus of $X / an earlier compensation review at 6 months / an additional week of PTO]. If we can agree on $[target], I'm ready to accept and can start on [Date]. Thank you for considering this. Best regards, [Your name]
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How to use this template
- 1
Reply within the deadline
Respond within the time the employer gave, usually 2–5 business days. If you need longer, ask for a specific extension early rather than letting the deadline pass.
- 2
Pick the matching sample
Use the letter for formal or mailed replies and the email versions for most modern hiring processes. Keep the recruiter and hiring manager copied as they were on the offer.
- 3
Fill every placeholder and cut what does not apply
Replace every bracket with specifics. A counter offer should name one or two asks with numbers, not a list of everything you would like.
- 4
Confirm the final terms in writing
If anything was agreed on a call, repeat it in your acceptance email and ask for a revised offer letter before resigning from your current job.
Frequently asked questions
How do you write a job offer acceptance letter?
Thank the employer, state clearly that you accept the position by title, and restate the key terms: salary, start date and any contingencies. Keep it to three short paragraphs. If anything was agreed verbally, include it so there is a written record, and ask for a revised offer letter if the terms changed.
Is it OK to accept a job offer by email?
Yes. Email is the normal way to accept in most hiring processes, often alongside signing the offer letter electronically. Use a clear subject line such as 'Offer acceptance – Name, Job title', and keep the recruiter and hiring manager copied.
How do you politely decline a job offer?
Reply promptly, thank the employer for the offer and their time, and say you are declining. A one-sentence reason is courteous but optional. Mention something specific you valued about the process and leave the door open. Declining by email is fine; call first if you built a close relationship with the hiring manager.
How do you write a counter offer letter?
Open with enthusiasm for the role, then ask for one specific number with one or two reasons based on the posted range, market data or relevant results. Offer an alternative such as a sign-on bonus if base pay is capped, and say you are ready to accept if you can agree. Avoid personal financial reasons.
Can a job offer be withdrawn after a counter offer?
In the US, most employment is at will, so an employer can legally withdraw an offer after a counter, although it is uncommon when the request is reasonable and professionally framed. Rescinding for a discriminatory reason is unlawful. Keep the tone collaborative and the ask specific to reduce the risk.
How long do you have to respond to a job offer?
Most employers give two to five business days. If you need more time, ask for a specific date as soon as possible and explain briefly why. Letting the deadline pass without a reply can lead the employer to move to another candidate.