How to Respond to a Job Offer Email

how to respond to a job offer email

Did you get it? Wow!! Congratulations!!! I’m sure you must be thrilled. After successfully completing the job interview process, it’s time to celebrate. But, before you reach for that glass of wine, let’s address some of your concerns. you need to write them a job offer acceptance email.

Accepting a job offer via email is simple if you are willing to put your offer on the line. Though it may seem tempting to simply type “I Accept” and hit the send button on that job offer acceptance email, it’s not a good idea. Specific steps must be taken to ensure that you and the hiring company are on the same page and there are no misunderstandings.

As we know, e-mails play a major role in today’s world. Professional e-mails have taken over office circulars and verbal conversations to become the new internal and external communication. Similarly, the job offer letter acceptance email is also important which shortly describes your professionalism to thank you for the job offered to you. We hence need to understand the importance of writing an acceptance e-mail for a job offer.

In this article, you will learn about the format and sample letter to help you write a job offer letter acceptance email and the mistakes you should avoid while framing a job offer letter acceptance e-mail.

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How do I write a good acceptance letter?

Format for Thank You Letter/ Job Offer Letter Acceptance E-mail

Subject: Write a single line of text in 65 characters that you want people to see when they receive your e-mail.

Salutation and Name: Begin your e-mail with ‘dear’ ‘Mr/Mrs’ and

Include the recipient’s name.

Body: Include relevant details in short paragraphs. Add 3-4 sections. Affirm that you are pleased to accept their offer. Confirm the details like your employment, for example, salary, reimbursement and start date.

Thank you note- Thank the reader for acknowledging your request

Complimentary Closing– Formal closings show respect and appreciation for the person who is reading the email.

Name and Signature- Include your full name and signature both.

 Date- Add the current Date of sending a letter. This section is optional.

Writing a Job Acceptance Letter: Samples

Samples of Offer Letter Acceptance E-mail

job offer acceptance email sample

SAMPLE 1: E-mail Sample

offer letter acceptance email reply sample

Subject: Daniel Foy-

Job Offer Acceptance

Dear Mr. Ryan,

With great pleasure, I accept your offer to join HCL Technologies as a Sr. Software Engineer position. The objective outlined for the job matches well with my goals, and I consider it a privilege to join the organization.

As discussed, my annual salary will be revised after six months of employment. Besides, other medical benefits will commence after 30days of employment. 

Thank you for making the interview process interactive. I look forward to work with the team and you. I will report to work on July 30 2021.

In the meantime, if you need anything, feel free to call me at

(550) 6789-8638.


Daniel Foy


SAMPLE 2: Hard Copy Sample

Thank you letter for job offer accepted

Note: This sample can also be used as email sample

 June 2, 2021

Jasper Bass

Head, Human Resources

Seattle, Washington, United States

Dear Mr. Jasper,

I am delighted to accept the offer of Digital Marketing Head with Amazon. I am excited to make positive participation in the organization and work with everyone. Thank you again for the opportunity.

As we discussed, my Date of joining would be on July 15, 2021, and I would be present in the organization with my required documents. If you need any additional information or paperwork before my joining, please let me know.

Looking forward to seeing you.

Thank you


Riya Madan


Mistakes to Avoid While Writing job offer acceptance email

Acceptance e-mail for job offer may also put you in a negative light if not correctly framed. So, it is essential to remember the e-mail etiquettes while composing a mail. Let’s read about some common acceptance e-mail mistakes we make and try and avoid them.

Subject Line

A blank or unclear subject line may lead to non-prioritization of your mail, and a vital correspondence may even end up in the spam folder. So, be specific and try to write the subject lines in such a way that the person reading your mail should be able to understand the focus of it even before reading it.

BCC Usage

We often send e-mails to a group of people with everybody’s mail ids in the “to” field. This may expose the e-mail ids of the recipients to other people and may attract spam messages in their mailboxes. To avoid this, use the BCC option that hides the e-mail ids of the recipient from the display.

Language and formatting

Always use standard language and the right tone for your e-mails. Make sure that the mail is appropriately formatted and use a readable font size. Avoid any fancy formatting that may affect the readability of the mail.

Unnecessary Attachments

If an employer has asked for any additional documents after providing an offer letter, it is always better to compress the attachment or send two e-mails with separate attachments for them to see without much problem. Heavy attachments may cause the recipient’s mailbox to fill up and other important mails may start bouncing.

Inappropriate Address

It is common to find new graduates with funky e-mail addresses. Whether you are a fresher or an experienced person, this kind of e-mail address looks unprofessional and is unacceptable. It portrays immaturity and hence gives a negative impression. If you want to be taken seriously, use a professional ID for business purposes.

Apart from being faster, cost-effective and more reliable, acceptance e-mail also serves as a proof of communication and creates a positive image. Follow these easy and simple tips to increase the efficacy of your e-mails and enhance your professional communication.