How to accept a job offer in 2021? Top 10 critical things to note before accepting a job offer!

Did you just attend an interview? And you received a job offer? Here’s how one should go about accepting a job offer!

“Job Offer” – The most happening event in the professional life of an individual.

 

Along with it, numerous questions arise crop up in the minds of many. How to accept a job offer? What are the best practices to accept an offer? How long do I have to accept a job offer? These questions are vital to create a first impression in the company.

The etiquette followed for accepting a job offer defines the professional mindset of the individuals. You can either accept the job offer through emails or phone calls. But whichever be the mode of acceptance, it demands extra care and attention.

In this article, we will elaborate on the ways and methods on how to accept a job offer. We will discuss some examples of job offer letter sample and job offer acceptance mail.

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Process of a job offer, acceptance, notice, and relieving 

Now that you have decided to switch jobs, the first step is to apply for job roles in different companies. After appearing for interviews the hiring manager will call you back if you get through the selection procedure. The first step after getting selected for a job interview is to get a verbal job offer extended via call.

After negotiating the salary and terms of employment, ask the employer to send an offer letter in writing. Accept the offer email and send it to your employer. Keep appearing for more job interviews. Drop a notice period in your current company and ask for a relieving letter on the end date.

1. Receipt of an informal job offer

A verbal offer is usually in person or over a call where the employee is informed of their selection and the compensation, benefits, work hours are conveyed casually. An informal offer is not a final offer and if unsatisfied, an employee can negotiate the salary and terms of employment.

Here are a few tips on how to respond to a verbal job offer. Accept an offer letter by showing gratitude towards the employer for offering the job position. Review the job offer and negotiate the pay. Once satisfied ask for a written job offer to be sent via email.

2. Receipt of a formal and confirmed job offer

After verbal acceptance of the offer letter and salary negotiations, your employer has now extended a formal and written job offer to you over email. Here are a few tips on how to accept a job offer via email. Prepare a clear and concise email reconfirming the key details of employment such as job position, salary, start date, etc.

Show your excitement for the new job and work. Avoid unnecessary words and use formal language to be professional. Refer to sample job acceptance letters to see how to write an acceptance letter.

3. Acceptance of job offer

The final step after receiving a job offer letter is accepting a job offer email by sending a formal acceptance letter in writing to the employer. If you have no idea how to accept an offer letter then look at some sample acceptance letters, job offer acceptance email samples to understand what must be included in an accepted offer letter.

Candidates can respond to offer letters verbally or via email based on the type of offer letter. Send a thank you letter for the job offer accepted by you when you write an email to accept a job offer.

Also Read: Remote interview guide | Everything you must know

How to accept a job offer?

Below are the key steps to be followed as part of accepting a job offer,

1. Note of thanks – as a first step, on the question of how to accept a job offer, is to convey immediately a note of thanks. The thanks can be conveyed in emails or through phone calls. The action shows your excitement and interest in the job offered.

The note of thanks essentially must include your acknowledgment and then followed by your queries on the job and the title offered.

2. Clear Understanding – the second most important step is to understand every point mentioned in the offer letter. Hence it is advisable to scrutinize the job description, the compensation package, health benefits, and exit criteria too. Any queries need to be framed and asked immediately to avoid any confusion. This exercise will also help you to draft your job offer acceptance letter or email.

3. Duration for Acceptance – after receiving a job offer, an immediate question may arise on how long do I have to accept a job offer? It is recommended to ask this question upfront. Generally, reputed companies provide 2 to 3 days duration for you to decide. Some companies even negotiate for time. You can either agree with the company’s decision on the duration or discuss in case you need more time to decide.

4. Verify the Compensation Package – the compensation package is one of the important elements in a job offer letter. The compensation details are normally agreed upon between the candidate and the HR personnel. Ensure that the letter reflects the figures as communicated and accepted. In case of discrepancies, highlight them immediately.

Remember: Many companies allow remote working or flexible work hours. Enquire about these aspects before writing the job offer acceptance letter or email.

5. Exclusive Verification of the Benefits – one of the important best practices on the question of how to accept a job offer is verifying the benefits offered. Some companies mention the benefits exclusively in the offer letter and some do not.

Few companies do not provide any additional benefits in the compensation package. It is better to acquire the details before sending out the job acceptance email or letter.

6. Compare the retirement plan – you may continue working in a company long term. That demands careful validation and verification of the retirement plan of the company. You must compare the plan with other companies where preferably your friends or family members work.

Internet articles and videos also provide valuable insights into the best retirement plans. Review, ask questions if any and then send out the job acceptance email or letter.

7. Clarify the Job Title and Responsibilities – Duties and responsibilities expected out of the job title offered are the key elements of a job offer letter. It must be in sync and at par with your expectations too. While you are thinking about how to accept a job offer, do not forget to verify every point of the responsibilities penned down.

These are vital for your decision to accept a job offer. Any mismatch in expectations must be clarified upfront. Neglecting it may lead to unnecessary confrontations in the future, hampering your career and job position in the company.

8. Negotiation Possibilities – Some companies leverage the job offer letter as the negotiation medium for finalizing the compensation offer and even the job description. In such cases, check the negotiation possibilities and criteria with the HR personnel. Depending on the company policies, engage in discussions for a mutual agreement.

9. Awareness of the Work Culture – a company’s way of working and professional culture is significant in determining your long term association with it. It also affects your job satisfaction level to a great extent. Hence when you are wondering about how to accept a job offer, it is advisable to be aware of the company work culture.

You can enquire from known employees working in the company. You can even connect with experienced professionals on the company’s mode of working and reputation. Different internet forums also carry out comparison exercises between companies.

Tip: You might be tempted to accept a job offer immediately after receiving it. Be cautious and steady before doing so. It’s your career, one mistake may ruin your future professional growth. Follow the steps mentioned for better decision and judgment.

Remember: Think about your aspirations and career goals. Ensure that they match the job offered. You must not compromise on your future growth, since it’s vital for your profile and experience history.

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How to respond to a Job Offer Email?

Writing a good job offer acceptance email mandates awareness of the information desired by the company. In this section, we will discuss how to accept a job offer email with a job offer letter sample.

Before we proceed to the guidelines and tips on how to respond to a job offer email, let us understand the definition of an acceptance email or letter. A job offer acceptance email or letter is a written official communication conveying agreement on the terms and conditions of the job offer.

It is essentially an acknowledgment and acceptance of the job title, description, and compensation package provided in the job offer letter. It is an important step in the hiring process and is maintained in official records by the HR department.

Tip: The Job offer letters often provide a specified timeline for acceptance. Carefully read the guidelines before drafting the acceptance letter.

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Key contents of a job acceptance letter

Below is a list of key aspects to be covered in a job acceptance letter,

1. The clear and concise subject line – The subject line of an acceptance email or letter is vital and should impart the objective of your writing. For example, you can mention your name, the job title, and the word “Acceptance”. This grabs the attention of the recipient and helps in understanding the content easily. Some companies provide a format or template for the subject line. It is recommended to follow the format if specified and mandated.

2. Mention your Correspondence Details – You must specify your address, and contact details for future correspondence by the HR personnel or your future supervisor. The address must be your current residential address. Contact details can be your active phone number and email id. This information is vital for any further verification or communication by the company.

3. Addressing the Recipient of the Letter – if you have received the job offer via an email then you can reply to the sender as the addressee for the letter. For job offer letters sent via post, normally details are mentioned on whom to address in your acceptance letter. Follow the guidelines and mention the person as the recipient of the letter.

4. List the elements of the job offer letter – a job offer letter comprises mainly of the job title, description, start date, compensation package, and the terms and conditions. It is better to list the key elements in your letter, thus communicating your acceptance. But it is advisable not to be descriptive, but mention the elements concisely.

5. Thank You Note – a vital point on how to accept a job offer email is to express a thank you note for providing the job title. Before even expressing your acceptance for the job, it is essential to thank the recipient. It also proves your interest in joining the company and your eagerness in accepting the job profile. The company’s management feels assured about your dedication and passion.

6. Signature – Just like any formal letter, signing the acceptance letter or email is essential and mandatory. The normal salutations are Yours faithfully, Yours sincerely, Best regards, etc. Your name must come after the salutation followed by your signature.

Tip: If there are any negotiations desired with the future employer, then it is good to mention in the acceptance letter or email.

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A sample job offer acceptance email

Subject line: Job Offer Acceptance – Program Manager – Tom Stewart

Dear Mr. Simons,

Thank you for offering me the position of Program Manager at XYZ Company. Please accept this email as my official acceptance of the job title. I am glad to start working in your esteemed company at the earliest.

I agree with the terms and conditions as mentioned in the job offer letter. I accept the job title, description, the start date of joining, and the compensation package along with the benefits.

If you require any further information please connect me at <mention phone number and email id>. I am available for answering any queries and clarifications.

Thank you once again for providing me the opportunity for working in your company.

Yours Sincerely,
<Your name and signature>

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A Sample job offer acceptance letter

[Your name]

[Your address]

[Your phone number]

[Your email address]

[Today’s date]

[Recipient’s name]

[Company name]

[Company address]

Subject Line: Job Offer Acceptance – Program Manager – [Your Name]

Dear [Recipient’s name],

Thank you for offering me the position of Program Manager at XYZ Company. Please accept this email as my official acceptance of the job title. I am glad to start working in your esteemed company at the earliest.

I agree with the terms and conditions as mentioned in the job offer letter. I accept the job title, description, the start date of joining, and the compensation package along with the benefits.

If you require any further information please connect me at <mention phone number and email id>. I am available for answering any queries and clarifications.

Thank you once again for providing me the opportunity for working in your company.

Yours Sincerely,
<Your name and signature>

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Checklist for job acceptance by email

Now that you have an offer letter in your hand, you must be wondering “how to respond to a job offer email?” or “how to write a job acceptance letter?”. The following points should be kept in mind while sending a job offer acceptance letter.

1. Thank the employer for offering the job stating the complete job title.
2. Formally accept the job offer and express your enthusiasm and gratitude for receiving the job opportunity. Do not overdo it and ensure you do not sound like a suck up to your manager.
3. Discuss the terms and conditions of employment and ask for clarifications if needed.
4. Keep your job acceptance letter brief and formal. Avoid verbiage. Hiring managers are generally busy and do not have time to go through a lengthy email.
5. Proofread and double-check your acceptance email. Any grammatical error or spelling mistakes will form a bad impression on your future employer. 
6. Make sure to address your acceptance of the offer letter reply to the right person. This could be your hiring manager or recruiter with whom you were interacting.
7. Confirm the terms of employment by briefly outlining the discussed terms in the acceptance letter. Refer to the acceptance letter sample to include starting salary, bonuses, benefits, employment start date, and vacation time.

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Dos and don’ts of job acceptance by email

After looking for weeks, months, or years, you finally got a job offer that meets your expectations. The employer has extended an offer letter to you but before accepting a job offer by email, and now you are wondering how to respond to the offer letter. Here are a few things to keep in mind.

Job offer acceptance email dos,

1. Do accept the offer letter within the given deadline which usually varies from 24-48 hours.
2. Do express your enthusiasm and gratitude towards the hiring team. 
3. Do make the acceptance obvious by mentioning the position title, start date, and relevant terms and conditions to the employment.
4. Do enquire about any additional documents or paperwork required before joining the company. Ask for clarification if needed.
5. Do make sure that the job acceptance email is clear and concise with relevant points.

Don’ts of how to reply to a job offer email via an email sample,

1. Don’t write a vague subject line. Instead, use the same subject line as mentioned in the offer letter.
2. Don’t leave the offer on the table for too long without responding to it.
3. Don’t negotiate your offer in writing. Do it over a call or personally.
4. Don’t make your letter of acceptance long and drawn out with unnecessary details.
5. Don’t send before proofreading the job acceptance email and double-checking everything

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What are Conditional and Unconditional Offers?

There are two kinds of offer letters, conditional and unconditional. A conditional letter is a job offer acceptance letter with conditions. Once the said conditions are met, the job is confirmed. These conditions might vary from clean criminal record checks, satisfactory references, attaining certification, etc. You might also be hired on a probation basis and given time to complete the said conditions.

An unconditional offer letter is a formal job offer from the employer which upon acceptance secures your job in the company. The letter confirms your job along with a mention of your job position, start date, location, compensation, job description, and terms of employment.

How to negotiate salary?

After securing your job in a company, it is time to talk about your salary with your employer. Do not hesitate to negotiate your salary package and ask for more money. Here is how to accept a job offer by negotiating a salary.

1. Do your market research – study the market trends and determine your salary range. Your worth should be based on your area of expertise, years of relevant experience, job location, work responsibilities, etc.

2. Finalize your ask – before you go into negotiations with the employer, finalize your final price. 

Do not push too much and be prepared to be flexible. Stay firm and positive during the entire process. Mutually agree on a number that is acceptable to both employer and employee.

3. Determine perks and benefits – look at the bigger picture instead of focusing only on the salary. Sometimes perks and benefits are higher and collectively make up for a good offer package. Perks can be in the form of relocation bonus, joining bonus, medical benefits, insurance, transportation, flexible hours, work-life balance, etc.

4. Negotiate professionally – do not lose your cool while negotiating salary. It is always advisable to do it in person or over a call. Speak confidently and convey your terms and expectations. Express your enthusiasm and gratitude for the role and the company. Focus on entering a win-win situation and do not turn the negotiation into a bidding war.

5. Mutually agree on an offer – agree on an offer mutually before asking to send an offer letter via email. Thank the employer for the offer and express your interest in the job role. Take time before finalizing the offer and decide if you wish to counter the offer again. 

6. Ask for an offer in writing – wrap it up by asking for everything in writing. Check acceptance letter samples to know more about how to accept an offer letter. Salary negotiation is an expected part of the employee hiring process and will bring more than you ever asked for.

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How to make a salary counter offer?

Make a salary counteroffer before thinking of how to accept a job offer email. Negotiation can be beneficial when done professionally in the right manner

1. Wait for your employer to make the first offer – let the hiring manager make the first offer. You do not want to quote a low number by being the first one. If you are asked to quote a number then the right way is to let them know that you are ready for anything in the range of current market value.

2. Assess your market value – evaluate your market value based on location, area of expertise, number of years of experience, etc. Know this before you proceed with the negotiation.

3. Be professional and reasonable – do not push too hard and understand their position as well. It is okay to ask for a slightly higher salary but do not aim too high. Try to stay positive and flexible.

4. Practice your negotiation – first of all, thank them for the job offer. Practice negotiation beforehand or take help from a friend. Be patient and talk precisely. Do not blabber and let the other party speak.

5. Take sufficient time to finalize – take time to think before committing by accepting a job offer email. It is okay to ask for 24 hours but let HR know that you are excited about the offer but you need some time to get back as you are weighing it against other offers.

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Questions to ask employers while accepting an offer

Asking the right kind of questions from your hiring manager before accepting a job offer is essential to understand more about your role in the company. It helps you get an insight into the expectations the company has from you and what it can offer in return. The questions can fall into several categories such as,

• Job role 
• Salary and Compensation
• Team and Manager
• Company culture
• Career growth prospects
• Offer Letter
• Paid Time off 

Some common questions that can be asked to employers while accepting an offer are,

1. What health benefits are covered?

Ask about medical insurance coverage and the kickstart date. Enquire who all are covered, what are the plans and premiums available. Also check what other health benefits are covered in the company policy like dental checks, mental health, gym, etc. 

2. What are the additional perks along with the job?

Enquire about additional perks that come along with the job. Few companies offer free transportation services to the employees or free meal programs. Perks can also be in form of flexible work hours, paid time off, office parties, promotional opportunities, etc. 

3. What are the educational opportunities in the company?

Many companies these days are offering their employees a chance to go back to school and get their masters or provide them with additional training to help them advance in their careers. 

4. How much is the relocation expense?

If you are going to change cities to join the new company then ask if your company offers any relocation bonus to help you cover the cost of shifting and settling down. 

5. Does this role offer bonuses and commission?

Ask if there are any performance-based incentives in the company policy such as monetary benefits, promotion, or additional responsibilities. Incentives would motivate you to perform better.

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How to hand in notice period?

Now that you have decided to quit your job, it is important to hand in the notice period and leave your job gracefully. If you have never resigned before, follow the below steps to leave your company on a good note.

1. Frame your resignation letter – Write your letter of resignation with a mention of your job role and last working day. It doesn’t have to be detailed as it goes in the company records and is more of a formality.

2. Book your meeting with the manager – Send a letter to your manager and ask for a personal discussion over a meeting to inform him/her about your decision. You can hand over your resignation letter in person and ask your manager how you can handover the responsibilities.

3. Be prepared for any outcome – anything can happen once you announce your decision to your manager. He might accept your resignation at once or he might give you a counteroffer to reconsider your decision.

4. Talk to your manager in a 1-1 discussion – tell your manager about your decision. You can provide a reason behind your decision but you are not obligated to do so.

5. Send your resignation letter – once your decision is final, send in your resignation to HR and your manager. Inform your colleagues after talking to the manager. Handover assets and documents to initiate the leaving process.

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How to handle multiple job offers?

Having multiple job letters in hand can be exciting but also overwhelming to decide which one to accept. Before making any decision and sending an offer acceptance letter, here are a few steps to follow to make the right decision.

1. Ask for more time to analyze – be enthusiastic about the offer but refrain from signing the agreement just yet. Let the hiring manager know that you are excited to get the offer letter but you need more time to make your decision. 

2. Review offer letters thoroughly – use this extra time to analyze all the job offers and prepare a decision matrix based on salary, job roles, level of authority, work-life balance, company ethics, and culture, etc. 

3. Consider long term career strategy – take a long term view to see which company would help you reach your goals faster and effectively. Which company is more likely to offer challenging roles and responsibilities which would be helpful in career growth.

4. Let your intentions known – alert your employer of the other job offers in hand so that they can make an offer accordingly. Be tactful in doing so to avoid making it look like a bidding war. In the best-case scenario, the company will provide you with better compensation so as not to lose you to the competitor.

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How to decline a job offer after accepting it?

There might be unforeseeable circumstances due to which you may have to decline an offer letter after accepting it. If such a situation arises we have a perfect guide to help you reject an offer letter. 

1. Read the contract – read the contract carefully to see if you are bound by any contract. In case of a contract or employment agreement, you are legally bound to work for the company for the said duration. 

2. Show Appreciation – express gratitude towards the company and the hiring staff for putting in efforts and time to interview you and offer you a job. 

3. Be honest and straightforward – give an honest reason as to why you are rejecting the job. A company needs some context to understand your decision. 

4. Understand the consequences – leaving on a positive note is important to not sever ties with the company. A negative impression might put you on the blacklist making it hard for you to get a job in the same company in the future.

5. Select the right medium – if you have already signed a contract then a written letter is required to reject the offer letter. Talk to your hiring manager in person and explain your situation.

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How to accept a job offer over the phone?

Many companies offer jobs over the phone. In such situations, a common question among professionals is how to accept a job offer over the phone? What are the best practices?  Which are the vital points to discuss over the phone?

In this section, we will discuss the key questions or discussion points on how to formally accept a job offer over the phone,

• The details on the job title and job description
• Details on the duties and responsibilities
• The working hours – fixed or flexible
• Chances of remote working
• Compensation Details describing each of the salary elements
• Benefits provided as part of the compensation
• The duration by which you can provide your acceptance of the job title
• Health insurance scheme and policy of the company
• Leave policy specifying the provisions for annual leave, medical leave, casual leave, etc
• Retirement policy and benefits
• Convey your interest in joining the company 
• Express your willingness in accepting the norms and policies of the company
• Share your email id and any alternate phone numbers for any further communications
• Discuss the next steps clearly
• Enquire about any paperwork that needs to be done
• Check whether you need to undergo a video conference call or face to face interactions with your future employer
• Request the job offer letter through email or post for official communication and record
• Find out your contact person in case of any clarifications, follow up or queries

Tip: Do not commit instantly on the phone about your job offer acceptance. Collect all the required and relevant information. Evaluate and analyze and then contact for acceptance.

Remember: Though telephonic communications are official, yet it is safe and secure to ask for written confirmation for the job offer.

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Few important tips on job acceptance

To know how to formally accept a job offer, here is a list of questions that you must know or ask yourself and possibly the employer before deciding on how to go about accepting the offer,

1. Can I negotiate the compensation mentioned in the job offer letter?
2. What is the leave policy details of the company?
3. How long do I have to accept the job offer?
4. Are all the benefits mentioned in the job offer letter?
5. What trainings will be provided for competency upgrade?
6. How the company assists in role enhancement and future growth?
7. Are the working hours fixed or flexible?
8. Is there any additional paperwork needed?
9. Who will communicate the next steps?

Jobs in any profession are the ladder to a successful and prospective career. So you need to be cautious before joining the new role. Hope the article has provided the answers to your queries on how to accept a job offer smartly?

It is advisable to follow the guidelines, tips, and steps as mentioned in each of the sections for a bright future. They are key and prevalent for determining your success in a new role in a new company.

Should you accept a job offer immediately?

It is understandable to be enthusiastic about getting a job letter. But before sending the job acceptance letter, ask your HR to send the job offer in writing. It buys you time to crunch the numbers and see if you are getting what was promised.

Can you lose a job offer by negotiating salary?

Salary negotiation is a normal part of the business for employers who are hiring. A professional and reasonable negotiation is expected by many employers. If you handle the situation properly it is highly unlikely to lose what is already being offered to you.

Does a job offer mean you got the job?

Having a job offer written with details of salary, official start date, job title, manager’s details, etc means you have an invitation to work for that employer. A verbal job offer does not hold the same amount of significance as a written one. 

Should you accept the first salary offer?

If the first salary offer made by the potential employer meets your requirements and the market standards then accepting the first salary offer is suggested. Else, it is perfectly normal to negotiate a salary which is reasonable for you and your potential employer.

Is it OK to ask for more money after a job offer?

Have you accepted the offer letter and are thinking of negotiating your salary further. It is possible to ask for more money after getting a job offer in your hand. If the Employer’s bandwidth allows you might get your salary increased just by asking for it.

Is it bad to counter a job offer?

No, it is not bad to counter a job offer if you are not satisfied with your salary. It is possible in some cases that an employer might rescind the job offer if they find you too aggressive and there is little room for further negotiation. 

Is it better to negotiate salary by email or phone?

Career coaches advise that it is better to negotiate salary over phone calls before putting anything in writing. You can ask for a discussion post offer letter by dropping a mail and asking to schedule a call to discuss further.

Can a company reject you after an offer letter

Yes, a company can reject a candidate even after presenting an offer letter for several reasons such as the candidate’s criminal history, bad references, failed drug test, budget cuts, unsatisfactory background checks, false information provided in the job application, etc.