Welcome, all to this article. In today’s article, we will know about the different ways of making a thank you letter for a job offer we receive from the company. There will be various situations based on salary, compensation, and benefits coming along with the offer letter, which we will be discussing in the reply format that we send back to the company given the circumstances of what the company feels accepting our counter reply.
In everybody’s life, there will be many situations to think beyond what others expect and, in turn responding to others. Sometimes our reply seems to be suiting the other party’s needs and satisfying them thoroughly beyond their expectation levels. But on the other side, there might be subtle disappointments where the other party feels when they look after our reply. In many cases, I myself have felt this in my real-life when faced in one of the interviews.
It would have happened a year ago when I completed my graduation, and I was shortlisted for the company which I got through the campus, and I was told to attend the 2 other interviews and post that process. I need to wait for my job offer letter. My first interview was clearing some basic personal and professional questions, which I could tackle and make quickly as those were written assessments; indeed, I cleared the first round. When I appeared for the final round, it was a face-to-face interview where I’ll have a conversation with the company’s senior HR manager.
I was a bit nervous and thinking about what would ever be asked, and a lot of questions were popping in my head, reminding me to pro-prepare for the interview process. I was sitting beside three others, and the queue was moving a bit quickly when my turn was about to approach soon to attend with the HR Manager. I was freeing my formals and was ready to step inside the interview room.
I was told to take a seat, and HR asked me the first question, “why do you want to choose this company.” In turn, I gave a valuable answer that satisfied him and that almost made him so intrigued about my profile, and he straightly moved to address the last question, which was simple and created a great challenge in my mind. The question was “How much salary do you expect from us ??”. As I said, the question wasn’t a technical one, but it entirely pulled so many questions like how to start replying to the answer, what points do I need to state for my satisfied salary??
So I made up my mind to tell a range based salary expectations just like “I need 75k – 80k package”. And the HR shook hands with me, and I told him that it was a nice meeting and talking to him. The Interview got over, and I thought I did a good job in the interview, so I was waiting for the offer letter because I was confident that I had cracked the main Interview with a good conversation with HR.
Weeks passed, months passed, and I didn’t receive a single letter regarding my company’s offer. And one day, I got a call from the same HR who interviewed me last time.
The conversation we had,
HR: Hello, am I speaking with Ms. Selena?? This is George from the HR Team
Me: [Pondered with excitement] Hii George, Nice to hear from you again!
HR: I’m doing good and I’m here to discuss the results of the interview that we had last time.
Me: Yes Please, I would like to know what is done to be further.
HR: We are very much satisfied with all your valuable answers, but putting forth the last question again and hope you remember.
Me: Is that the salary package and details??
HR: Absolutely, we would like to tell you that the company’s salary policy for the role we assigned would be much less and above the market salary of various industries. So, the salary for your role would be 65k.
Me: [Stroke suddenly that I didn’t do the market analysis of the salary properly and replied to him] Well, I didn’t know your company’s salary policy, but now I’m clear. I would like to know about the incentives and rewards that are provided along with the performance level.
HR: Yes, we do offer perks and other short-term incentive-based benefits along with the salary, and If you take over a campaign and increase the conversation rate of the campaign in a quick time, you can expect a peak in your current salary of about 12% high. What do you say??
Me: [The salary and benefits of incentives seemed to be valid for my current role, so I was ready to say YES to the deal] Yes, George, as you said with all the terms and conditions of the salary, I’m ready to accept this position and waiting to know about the on-boarding process in the company.
HR: Thank you, Selena, Nice talking to you. You will receive an offer letter in your mail and you can hear from us within a week from now.
Me: I’m waiting to hear from you. Thank you!
HR: Thank you, See you soon in our company.
How do you feel the conversation went well between George and me?? Did you find whether the conversation was lengthy and too overwhelming?? Or was it a bit descriptive and useful??
Before answering the above questions, I myself need to make some corrections and tell you that the “Offer Letter” is not only about saying YES or NO to the company’s offer. It is about the company’s study and its background related to the company’s internal requirements and needs.
What is an Offer Letter?
It is a detailed analysis to learn about the company value proposition; the role offered based on salary, perks, and benefits should satisfy your needs and expectations.
The definition might differ internally based on the values offered through the company. As a candidate, we must be sure to identify whether the offer will suit us in the long term. And for that, we have to do an important process which is called the “Negotiation.”
What is Negotiation??
The term we mostly hear when there is an argument going between two parties. But that is exactly not the argument happening as a conversation. It’s about having a deal between both the parties where they gain a mutual benefit in terms of monetary or documents or signing an agreement.
So, the negotiation is an important component that connects the Offer Letter with the candidates or suitable employer to jump into the company’s new position. A few minutes back we had some questions running our head regarding the sample conversation that we previously saw. I myself had to correct and remember certain points when it comes to accepting an Offer Letter other than saying YES or NO alone.
Keeping that in mind let us follow some 10 points to do when accepting an Offer Letter
10 Points to Remember Before Telling YES or NO to Offer Letter
- Gratitude Mindset
Yes, gratitude is the first move towards approaching an Offer Letter whenever you receive it from your company. If you are not into such a mindset, try to inculcate such a way that we must appreciate the offeror who is dedicated to sending an invite to look through the company’s role offering and take your next step towards it.
- Company Check
Heading ahead to the Offer Letter details structured, we need to hover through the company background, which is essential in knowing about the salary structure, company culture, efficiency of the role in the long run, and company’s age evolved since it started. You all would have done these initial steps before the interview process itself, but right now that too after hearing the offer from the company, you all need to have the detail at the tip of your mind that helps you during the negotiation process, perhaps about the salary conversation like what I faced(Sample conversation gave above)
- The Medium of Receiving Offer
Before we YES or NO, it is a must-do process whether we receive an Offer via Email, Letter, or Call. Only then would we wrap up the thank you greeting back to the Offer we received. If it is a mail, you have to be crispy and short with proper subject mentioned to the Offerer mail. And If you receive through other mediums like Letter or over Call, there will be some slight ways in responding to the Offer Letter.
- Analysis of Offer Received
After receiving the Offer from the company, you need to check through the Letter whether it is authentic and properly authorized by the original company. Because there are fraudulent cases where illegal groups try to attach come fees to be paid along with the fake process of taking the next step and might ask for the card and bank details that must be taken care of.
- Market Research
We all know that there are differences that the companies offer for various positions, and it differs from industry to industry. When it comes to Market Research about the company, we need to find the benchmark that has been set for different roles offered in various companies and make some calculations of how fairly your company is ready to pay for you.
- Roles Details
Check through whether you are receiving the right role in the Offer stating the tasks relevant for the position that you applied for are rightly aligned with the vacancy that you applied with the company.
- Risks Associated
The other important point to note down here is understanding whether the role suits you in the long term taking in the constraints and the survival of the role’s tendency and growth of the particular role you applied for.
- Negotiating for Medium-Range
Here comes the fair part. This is where you need to position your needs properly, matching fairly with the offerer’s position. You need to aim for the medium range of salary package if you have done the Market Research part by understanding the market level of offering salary for the particular position applied for. If not the salary, you might be negotiating regarding the over-demanding roles where you can ask for the right tasks to be performed relevant to your role.
- Finish the Deal
The Deal during and after negotiation must be done so that it happens in a polite, non-aggressive, over-demanding, and pleasant manner. If it’s in such a way, you can give a pat on your shoulders, and you can stay confident about the choice you made over the offer.
- YES or NO
We have now reached the final point and perhaps the last step that we are waiting to accept or reject the offer. If you are okay with the above procedures as your necessities that satisfy your expectations of the roles matching with other required elements, you can send a Big thanks and open YES to the company’s offerer who approached via a particular medium.
These are some simple points you need to have in your mind for writing a counter reply when you receive an offer letter.
Now let me explain to you with some situational based offer letters such as how to write them a counter reply to benefit both the parties.
Situation 1
Imagine that you have applied for a software engineer role, and your responsibilities for the job would be finding out the bugs and writing programs for any project assigned. You received an offer letter having a salary that is more than what you expected and beyond the market range. How do you write an email to the offerer expressing your gratitude?
Sample Email Note 1:
Subject – Thank you note for accepting the offer
CC – Offerer email and the team email
Content – I’m so satisfied and elated to look through the offer I received from your team. The Roles and Responsibilities regarding my role are perfectly relevant and seem to have good future growth when I get trained by the team. The Salary, Perks, other Benefits, and Compensation are totally structured well and up to my expectations that motivate me to perform well in doing tasks for the company.
Eagerly looking forward to knowing the other processes which are yet to be performed and waiting to hear from you. Thank you so much for this great opportunity!
Warm Regards,
Selena
Sample Letter Note 1:
Let us take the above instance for this same letter example and apply it how to write a counter reply letter for the Offer Letter received:
05/01/2021
Selena,
2518 Oak Street
New Jersey
Newyork
Zip Code – 30044
Mr.George
Senior HR
Xyz Company
New Jersey
Zip Code – 30018
Dear Sir/Mam,
It was such an immense surprise to receive an Offer Letter regarding the expected role that I was waiting for. I am so happy that the role, responsibilities, benefits, and compensation entirely covered in this offer are elaborated. As a part of the Offer component, “salary” is extensively fixed as reasonable pay that would be a good motivation for me to work with more productivity and complete the tasks on time.
Eagerly looking forward to knowing the other processes which are yet to be performed and waiting to hear from you. Thank you so much for this great opportunity!
Sincerely,
Selena Nash
Conclusion
Finally, to conclude, take some time to refer not only to these sample notes but also to try following the 10 points that you need to take care of when you receive the offer from the company. As mentioned previously, I’m again reminding you to ensure that writing a counter reply differs across the different mediums you receive. So check whether you get the offer through calls, email, or letter, and based on the medium, you need to fine-tune the reply that you make back to them. Lastly, don’t miss to negotiate on what you need from the company’s side.
Also read Professional Tips for Writing a Cover Letter