You’re through with your job search, you have applied to your favorite companies and you’ve heard back from them as well. You must be jubilant and wanting to celebrate. But wait. The work isn’t finished yet. You must reply to the companies you’ve heard back from. You must segregate between the companies you would like to work with, those from whom you would want some more time to decide, those you would like to negotiate and settle things with, and those you don’t want to work with and we’re only chosen as a backup. Here is the guide for How to Respond to a Job Offer?
When replying to the companies who have reverted to you, you must always remember to keep it professional and cordial. Be it the companies you would like to work with or the companies you would not, you must always keep your tone polite, sophisticated, and civil. You must keep your letter short and to the point. It must clearly state your answer whether you would or would not work with them in the future. You can send your reply through physical letters however, emailing is more prevalent today.
To have further insights into what you should be writing while responding to a job offer and what you should not, do read the report till the end.
How To Respond To A Job Offer
You may respond in several ways to a job offer. Whatever medium you choose to respond through, your tone must always be professional, cordial, and welcoming. Abstain from pinpointing the company’s mistakes or complaining about them and always maintain the dignity of your response. Some of the ways to reply to a job offer are:
- Verbally: This may be done in person, on a phone call, or video call. When the offer is made verbally to you, you must always remain polite and professional. Abstain from any casual talk. Always ask the company for a formal letter before giving your final decision.
- Informal: These are the riskiest kind of offers. You must never make any decisions based on an informal job offer. Always ask the company to provide you with a formal offer letter and go through it well before deciding on anything.
- Letters or Emails: Letters today have become old school. Instead of letters, more and more companies provide their job offer letters through emails. Be it an email or a letter, the content of the response remains almost the same. Be professional in your words, express politeness, and be direct and plain with no flattery used anywhere and you’re good to go!
In this report, we focus on the formal offer letters sent through emails. The same kind of responses can be given through letters too.
When You Want to Accept The Offer
Your dream job has sent you a letter back, offering you the position you wanted. You loathe your time in your current job and are dying to get this opportunity. In such a case, it will be hard to take a minute and go over all that is mentioned in the letter. But we recommend that you do it. Because it is one of the most crucial processes while accepting the job.
Things to Look into The Job Offer
A job offer is a very important document. It consists of all the necessary details regarding your salary, allowances, paid leaves, etc. Going through the letter is a very essential step while accepting any job offer. You look for the following details and their explanation while going through the job offer letter:
- How much will you be paid? Is it fair?
- How will you be paid? Is it going to be weekly, monthly or quarterly?
- What are the additional allowances?
- Will you be provided sick leave?
- Will you be provided paid leave?
- What benefits does the job have?
- What is going to be the working pace?
Things You Should Mention While Responding to The Job Offer
Mentioning your expectations and requirements from the job makes the company clear about your stance regarding the job offer. You must go out to precisely mention the following points:
- Mention your acceptance. Use the word ‘accept’ in the very first sentence of your letter. This makes the company clear that you’re accepting the job and makes them read further.
- Do express your gratitude and regard for being offered the job. Say the word ‘thank you’ as often as you can.
- Do not leave any word not understood. If there are doubts regarding certain terms in the letter, do ask the company to clarify them.
- If you feel that you need further information, ask them about additional documents and related paperwork.
- Mention your joining date. Give them a specific date as to when you will be joining their company.
Sample Letter
Dear Linda,
I would like to thank you for offering me a job as a production manager in The Clear Clicks Company. I am delighted to officially accept the job offer and looking forward to working with the team and being a part of the Clear Clicks family.
I would like to join the company starting Monday, that is July 14, 2021. Should you need any more information or documents from me before my joining date, do let me know at the same mail address.
As stated in the letter, my basic pay will be $70,000 per year with three weeks of paid vacation. Although, I did have some doubts regarding the additional benefits and allowances. Could you please brief me as to what all will be covered under the benefits? That would be greatly appreciated.
Can’t wait to begin a new journey with you all. Hoping to hear from you soon.
Warm Regards,
Mia Davenport
When You Want to Turn an Offer Down
You needed a job badly. So you applied to a million companies with a frenzy of getting a job as soon as possible. Or you were not satisfied with the job you were currently placed in and applied to several companies for better prospects. Either way, in the end, you may find yourself in a situation where you have been offered a job by not one but many companies. Kudos on that! Give yourself a good pat on the back!
But now begins the difficult task and that is to choose which one to go for. If you already have a dream company or a dream job in mind, the process will be easier. If not, you must take some time in figuring your preferences out. When you’re through with the process and have decided where you want to land yourself is when the real task starts. You must revert to all the companies you had stroked in your list, telling them that you are not up for the offer.
How to Reject an Offer Elegantly
Telling a company you are not up for the job they’re offering you can be a tricky task. It must be done politely. The world is round and you never know when you might need the job you’re turning down right now. Here are a few tips you must follow while turning an offer down:
- Always reply. Even if you feel that the job is not your cup of tea and you only applied for it as a backup option, you must reply to the company and inform them that you would not like to come on board.
- Thank them for their time. The recruitment team spent a lot of time going through your resume, conducting interviews, and finally shortlisting you out of a bunch of other applicants. You must thank them for considering you and for the time they invested in you.
- Never procrastinate while sending your rejection letter. You must tell them about your stance on the job within a week at most. Delaying in sending a response never does anyone good. Take your time to make your final decision but also make sure to make it quick.
- Tell them that you would like to keep in touch. Never break ties with the company or the organization you came across. Always end your letter in a cordial and hospitable tone. Even if your letter is in the negative, your words can still raise an air of positivity.
- You must always mention your contact number in your letter so that if they have any vacancy in the future that might suit you, they can easily contact you.
Some of the situations which may make you turn an offer down and their sample letters are as follows:
- When You Take Up A Job Somewhere Else
Well, this is a very delicate situation. Many companies won’t take your rejection very well when they learn that you have chosen some offer company over them. So you must handle this situation especially very carefully.
You may write something like:
Dear Mr. Williams,
I would like to thank you for offering me the position of production manager in Strategic Tech, Pvt. Ltd. While the offer offered a wonderful opportunity, after much meticulous research and weighing my prospects down, I have decided to take up a job in some other firm that seems to provide me with resources that suit my needs better.
I highly appreciate the time and efforts that you invested during my recruitment process. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented minds as your employees.
I am grateful for your consideration. Would love to keep in touch. If there is any vacancy that you think may suit me in the future, do reach me out at the same mail address or you can also get to me through the contact number I have mentioned below.
I wish you all the best in finding the right person for the job. May you and your company flourish to greater heights in the future.
Warm Regards,
Mia Davenport
Ph-987654321
- When You Would Rather Continue With Your Current Job
This situation is very commonplace. Many-a -times, after reading the offer letter, you find that the job does not promise you benefits that you might’ve thought that it would. It may be the additional benefits that may be less, the number of paid leaves, or any other clause in the agreement that might turn you down. In such a situation, instead of pinpointing the wrongs in their offer letter, you can simply say that you would like to continue in your same job as of now.
You may write something like:
Dear Mr. Jacobson,
I would like to thank you for offering me the position of ‘marketing manager’ in Fidelity Fireworks, Pvt. Ltd. While the offer proposed a wonderful opportunity, after much meticulous research and weighing my prospects down, I have come up to a conclusion that now won’t be the right time for me to quit my existing job and start somewhere else.
I highly appreciate the time and efforts that you invested during my recruitment process. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such gifted minds as your employees.
I am grateful for your consideration and hope that our paths keep crossing in the future. If there is any vacancy that you think may suit me in the future, do reach me out at the same mail address or you can also get to me through the contact number I have mentioned below.
I wish you all the best in finding the right person for the job. May you and your company flourish to greater heights in the future.
Warm Regards,
Jane Little
Ph-987654321
- When The Salary Offered Doesn’t Satisfy You
This happens now and then. Even when the workload is perfect, you know the job well and everything seems to work out, the one deal-breaker can be the salary. Whenever you come across a situation where the salary offered is not up to the mark, your first task should be to settle it out with the company. Reach them out and tell them about your salary requirements. There are chances that the company might consider your ordinances and reframe the salary a bit.
But when that doesn’t happen, you may write something like:
Dear Mr. Roberts,
I would like to thank you for offering me the position of ‘human resource manager’ in Hospitality Hotels, Pvt. Ltd.
I highly appreciate the time and efforts that you invested during my recruitment process and in negotiating the salary provisions with me. After thorough and meticulous research, I have come up to the conclusion that it won’t be possible for me to join your company with basic pay of $30,000 per annum as it won’t suffice my expectations from life and would not be enough to provide for my current living expenses.
Thank you again for your time and consideration. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented minds as your employees.
I am grateful for your offer and hope that our paths keep crossing in the future. If there is any vacancy that you think may suit me in the future, do reach me out at the same mail address or you can also get to me through the contact number I have mentioned below.
I wish you all the best in finding the right person for the job. May you and your company flourish to greater heights in the future.
Warm Regards,
Lucinda Peterson
Ph-987654321
- When The Job Doesn’t Seem Right
Maybe you applied to a company just so that you had backup options. Or maybe you went through their offer letter and found out that the job they are asking you to do is not what you really wanna do. Maybe it’s not your cup of tea, or the job just doesn’t click with you. In such a situation, it is always good to come forward and state your reason for rejection frankly and plainly instead of mentioning some silly and lame excuse.
You may write something like:
Dear Mr. Waters,
I would like to thank you for offering me the position of marketing manager’ in Hospitality Hotels, Pvt. Ltd. After much meticulous research and weighing my prospects down, I have come up to the conclusion that I would not like to avail the opportunity. The job you’re offering doesn’t fit me well as it does not align with my long-term career goals.
I highly appreciate the time and efforts that you invested during my recruitment process. Thank you again for your consideration. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented minds as your employees.
I am grateful for your offer and hope that our paths keep crossing in the future. If there is any vacancy that you think may suit me in the future, do reach me out at the same mail address or you can also get to me through the contact number I have mentioned below.
I wish you all the best in finding the right person for the job. May you and your company flourish to greater heights in the future.
Warm Regards,
Bella Huntzenburg
Ph-987654321
- When The Company Doesn’t Fit Well
There are chances that after going through interviews, reading the provisions of the offer letter, and coming across the company and its employees, culture, and work environment, you feel that you cannot possibly be working there.
Maybe it’s the working hours that don’t suit you or the work pace, you must tell the company that you are not keen on the job politely and cordially. Do not ever point out the factors that turned you down or suggest them for making changes because not every company can be tailor-made for you. Instead, make your response sound direct but gracious.
You may write something like:
Dear Mr. Peterson,
I would like to thank you for offering me the position of ‘marketing manager’ in Hospitality Hotels, Pvt. Ltd. After much meticulous research and weighing my prospects down, I have come up to the conclusion that I would not like to avail myself of the opportunity as of now. The job you’re offering doesn’t fit me well evaluating my needs and aspirations at the current time.
I highly appreciate the time and efforts that you invested during my recruitment process. Thank you again for your consideration. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented and gifted minds as your employees.
I am grateful for your offer and hope that our paths keep crossing in the future. If there is any vacancy that you think may suit me in the future, do reach me out at the same mail address or you can also get to me through the contact number I have mentioned below.
I wish you all the best in finding the right person for the job. May you and your company flourish to greater heights in the future.
Warm Regards,
Elizabeth Hunter
Ph-987654321
- When You Want To Negotiate The Offer
This happens with every other person around the corner. You may be very keen on taking the job but after going through the clauses in the offer letter and the entire recruitment process, you might want to settle a thing or two. You can feel like negotiating with the organization on a variety of provisions.
It can be the lesser amount of salary that will be paid to you considering your educational background, your prior work experience, and your skills. It may be on the lesser number of paid leaves or vacations that the company is providing, or it can also be upon the date you’re going to join. You may mention anyone amongst them or even club them together if you feel the need to.
For any situation, you may use the given template:
Dear Mr. Dickenson,
I would like to thank you for offering me the position of ‘web developer’ in Purple Pastels Company, Pvt. Ltd. After going through the offer letter, I have come across certain clauses that I would like to negotiate with the company.
In the letter you sent me, it was mentioned that I am supposed to join the office by July 1. However, I am required to give a 30-day notice to my current employer before starting anywhere else according to the rules and policies of my current employment. If you could shift the date of joining to August 1, it would be highly appreciated.
OR
In the letter that was sent to me, it was mentioned that I will be getting basic pay of $30,000 per annum along with the additional allowances. I believe that the pay is less than what I deserve given my prior work experience of 5 in the same field, the skills that I possess, my educational qualifications, and the number of working hours that I would devote to the company. If you could raise the pay by $5,000-$7,000 at the minimum, I should be very eager to work with you.
OR
In the letter that was sent to me, it was mentioned that I will be getting a total number of 8 paid leaves throughout the year. This is very little given the number of working hours that I will be devoted to the company. If you could raise the number of leaves to about 14-15 days, I would be very eager to accept the offer.
I highly appreciate the time and efforts that you invested during my recruitment process. Thank you again for your consideration. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented and gifted minds as your employees.
Looking forward to hearing from you soon.
Warm Regards,
Elizabeth Hunter
Ph-987654321
- When You Need Some More Time To Decide
Sometimes you may find yourself in a situation where you would want some more time to calculate your preferences, the possible prospects, and your final stance on the offer.
You may need to think of several aspects like:
- Thinking about relocating to a new place if the company is situated somewhere out of the station.
- You may have your personal reasons to consider.
- You may have other job offers to look into and compare the offer with.
- You may still be going through interviews in different firms and organizations.
- You may simply want some more time to learn about the job and decide better.
In any situation, you must state your reason clearly and ask them politely for some more time to ponder and think over your situation. You must always ask for a deadline to respond.
Try writing something like:
Dear Mr. Huntsman,
I would like to thank you for offering me the position of ‘finance manager’ in The Crystals, Pvt. Ltd. I wish to request you for some more time to ponder over the situation and decide later. I need to look over some personal provisions/ consider relocating to a new place as I come from a remote location/ look into the other job offers that I have received to compare the offer with/ consider other prospects as I am currently interviewing in other firms too/look over it more discreetly and meticulously before making a decision.
Please provide me with a deadline as to when you need the response on my stance on the offer.
I highly appreciate the time and efforts that you invested during my recruitment process. Thank you again for your consideration. It helped me learn a lot about the profession and the company. It was a wonderful experience to come across and get to know a team of such talented and gifted minds as your employees.
Looking forward to hearing from you soon.
Warm Regards,
Lucinda Schwimmer
Ph-987654321
Conclusion
The journey of hunting jobs and finally landing into one can be a grilling one. From interviews to letters and responses, it can get too much at times. But the process can be made simpler if you have the right words to declare your stance on each step of the process. Responses to job offers must be given thoughtfully and meticulously, and we hope we helped you do just that.
Good luck with your next job!
Frequently Asked Questions
- How to delay job offer responses?
If you need some more time to look at the job offer you must mention it in your response letter. You should be direct but polite while mentioning your reason as to why you need some more time deciding or why you would like to delay the response. You must also ask them about the deadline until when they will be accepting responses.
- How to respond to informal job offers?
You must always ask the person if there’s going to be an official and formal letter as the job offer. You shouldn’t make any changes in your life and career based on an informal job offer letter. You must always wait for the official one to make any move.
- Can I ask questions in my response to the job offer?
You can and you should ask questions in your response letter. If a clause of the offer letter doesn’t quite fit well in your mind or the jargon of the letter is not something you’re accustomed to, you may ask the company for their explanation. You may also ask for your additional requirements if any, that are not mentioned in the offer letter.
- How to respond to a verbal job offer?
When it comes to responding to a job offer verbally, you must always keep your tone polite and enthusiastic. You must never jump into making the final decision. Take your time, ask for the formal letter, inquire about any job-related doubt that you may have, weigh all the benefits and drawbacks of the job ranging from the salary to the benefits, and only then give them the final answer.
