How to Accept or Decline a Job Offer Politely, With Email Examples

Got an offer? See what to check before accepting, how to ask for time, and polite email examples for accepting or declining without burning bridges.

After several interview rounds, HR calls to say the company wants to hire you. You are so pleased you almost say “yes” on the spot. But another company you prefer has not replied yet, or the salary is lower than you hoped. The short window right after an offer is where people slip most often: answering too fast, or going silent and damaging the relationship.

What is a job offer, and what should be in writing?

A job offer is a company's proposal to hire you. It may start with a phone call, but it should be followed by a document such as an offer letter or an email with the key details. Before you formally accept, make sure these are clear:

• Job title, who you report to, and work location or hybrid arrangement
• Salary, bonus and main benefits such as health insurance and leave
• Start date and probation period
• Special conditions, such as a non-compete clause or a required stay after sponsored training

If a contract looks complex, consult a labour law professional before signing.

You can ask for time, if you ask politely

Asking for time is normal. Thank them first, give a clear timeframe and do not drag it out. An example on the phone:

Thank you very much, I am glad to receive this offer. Could I take time to read the offer letter and talk with my family, and reply by this Friday?

If you are waiting on another company, you do not need to name it, but you can contact that company to say you have received another offer and ask when they expect to decide.

Checklist before accepting

Numbers and conditions

Calculate total annual income, not just monthly salary, and include changes in commuting costs. If the numbers are not where you want them, now is the time to negotiate, not after signing.

The work and the team

Review what you heard in interviews. Does the work match what you want to develop? Did the manager seem like someone you want to work with? If unsure, ask for another short conversation with the team lead.

Timing with your current job

Check the notice period in your current contract and set a start date you can actually keep. Do not promise a date that forces you to abandon your current work midway.

If you want to negotiate before accepting

Start by confirming you genuinely want the role, then raise what you would like to adjust, with a reason: “I am very interested in this role. Given that the scope covers both brands and the market rate for similar roles, could you consider a salary of (figure)?” Ask for only one or two things that really matter, and be ready for the company to say no. You can still accept or decline politely.

Sample acceptance email

Subject: Acceptance of offer, Marketing Executive

Dear (HR name), thank you for the offer for the Marketing Executive position as set out in the offer letter dated (date). I am happy to accept and confirm my start date of (date) as agreed. If there are documents or steps to prepare before I start, please let me know. Thank you for the opportunity; I look forward to joining the team.

Sample decline email that does not burn bridges

Subject: Thank you for the Marketing Executive offer

Dear (HR name), thank you for offering me the Marketing Executive position and to the team for their time in the interviews. After careful consideration, I have decided to accept an offer that fits my career goals more closely at this stage, so I must respectfully decline. I was impressed by the team and the company culture and hope we have a chance to work together in the future.

What not to do when declining

• Go silent and never reply to HR
• Criticise the company or its interview process
• Use another offer as leverage when you have no intention of accepting
• Accept first and cancel close to the start date, which hurts the team waiting for you

What to do after you reply

1. Get a signed copy of the offer or contract and keep it.
2. Resign formally from your current job after you have the documents, not before.
3. Send thanks to anyone who referred you or acted as a reference.
4. If you declined, connect with HR or the team lead on LinkedIn to keep the relationship.
5. Prepare a plan for your first 30 days in the new job.

If you still need to negotiate salary before accepting, read salary negotiation tips, and when you are ready to move, see how to resign professionally. If you are still exploring, browse job listings on Plants.work.