Crafting the perfect offer letter email is a critical skill for recruiters. These templates will help you navigate various scenarios, from initial offers to counter-offer responses.
Use these templates as a starting point, but remember to personalize each email to the candidate and situation. Clear communication and professionalism are key to successful offer negotiations.
Table of contents
Crafting a Professional and Persuasive Offer Letter Email
Initial Offer Email Template
Counter Offer Response Template (Positive)
Counter Offer Response Template (Negotiable)
Counter Offer Response Template (Negative)
Offer Extension Request Response Template
Offer Withdrawal Template
Download Offer Letter Negotiation Email Templates in multiple formats
Wrapping Up
Crafting a Professional and Persuasive Offer Letter Email
A well-structured offer letter email can make a significant impact on a candidate's decision. It's not just about presenting the job details; it's about showcasing your company's professionalism and enthusiasm for the potential new hire.
- Subject Line: Keep it clear and exciting. Use something like "Offer Letter - [Position] at [Company Name]" to grab attention immediately.
- Greeting: Start with a personalized salutation. Address the candidate by name to set a friendly yet professional tone.
- Opening Paragraph: Express your excitement about offering the position. Briefly mention why the candidate stood out during the hiring process.
- Job Details: Clearly state the job title, start date, and any other relevant information. Be concise but comprehensive to avoid confusion.
- Compensation and Benefits: Outline the salary, bonuses, and benefits package. Be transparent and specific to prevent misunderstandings.
- Next Steps: Explain what the candidate needs to do to accept the offer. Include deadlines and any additional paperwork requirements.
- Closing: End on a positive note, expressing your hope to welcome them to the team. Provide contact information for any questions they might have.
Initial Offer Email Template
This template is for sending the very first offer to your candidate. It's important to be clear and enthusiastic, setting a positive tone for their potential journey with your company.
Subject: Offer of Employment - [Job Title] at [Company Name]
Dear [Candidate Name],
We are thrilled to offer you the position of [Job Title] at [Company Name]! We were very impressed with you during the interview process and believe you would be a great addition to our team.
Here’s a summary of the offer:
- Job Title: [Job Title]
- Reporting To: [Manager's Name and Title]
- Start Date: [Start Date]
- Compensation: [Salary] per [Year/Month/Pay Period]
- Benefits: [ Briefly mention key benefits, e.g., health insurance, paid time off, retirement plan. Link to a detailed benefits document if possible.]
- Location: [Office Location/Remote]
A more detailed offer letter outlining the terms and conditions of your employment is attached to this email. Please review it carefully.
We are excited about the possibility of you joining [Company Name]. To formally accept this offer, please sign and return the attached offer letter by [Date].
In the meantime, if you have any questions, please don't hesitate to reach out. We're happy to chat!
Welcome aboard (hopefully!), and we look forward to hearing from you soon.
Best regards,
[Your Name] [Your Title] [Company Name] [Contact Information]
Counter Offer Response Template (Positive)
Use this template when you're able to meet the candidate's counter offer. Show your excitement and confirm the revised terms, solidifying their decision to join your team.
Subject: Thrilled to Accept Your Counter Offer! Welcome to the Team!
Dear [Candidate Name],
We're absolutely delighted to accept your counter offer! We're excited you're choosing to join [Company Name].
We've updated your offer letter to reflect the agreed-upon terms:
- Salary: [Revised Salary]
- [Other Benefit 1]: [Revised Benefit 1 Details, if applicable]
- [Other Benefit 2]: [Revised Benefit 2 Details, if applicable]
You can view the revised offer letter here: [Link to Revised Offer Letter]
Please review and sign the updated offer letter by [Date].
We're confident you'll be a fantastic addition to our team, and we can't wait to welcome you aboard on [Start Date]!
If you have any questions, please don't hesitate to reach out.
Welcome to [Company Name]! We're so glad to have you.
Best regards,
[Your Name] [Your Title] [Company Name]
Counter Offer Response Template (Negotiable)
This template helps you respond to a counter offer with a willingness to negotiate. It acknowledges the candidate's request while outlining what aspects are open for discussion, perhaps you can even assess their communication skills.
Subject: Regarding Your Offer with [Company Name] - Let's Talk!
Hi [Candidate Name],
Thanks so much for getting back to us and sharing your counteroffer. We appreciate you being upfront about your current situation and are happy to explore how we can make this work for you (and for us!).
We're excited about the prospect of you joining the team at [Company Name]!
To keep things transparent, here's what we're open to discussing:
- [Specific aspect 1, e.g., Base Salary]: We can explore a slight adjustment here.
- [Specific aspect 2, e.g., Sign-on Bonus]: This is something we can potentially consider.
- [Specific aspect 3, e.g., Vacation Time]: Happy to chat about this.
However, [Specific aspect NOT negotiable, e.g., Equity]: This is set at the current level due to [brief explanation, e.g., our current compensation structure].
Could you please share the details of the counteroffer, including salary, benefits, and any other perks? This will help us understand your needs better.
Let's schedule a quick call to discuss this further. What time works best for you this week?
Looking forward to connecting!
Best regards,
[Your Name] [Your Title] [Company Name]
Counter Offer Response Template (Negative)
When you can't meet the candidate's counter offer, use this template to explain your position. Be transparent and professional, while still expressing your enthusiasm for them to join under the original terms.
Subject: Excited to Have You Onboard!
Hi [Candidate's Name],
Thank you for taking the time to discuss your offer with us. We truly appreciate your interest in joining our team and the enthusiasm you've shown throughout the process.
After reviewing your counter offer, we have carefully considered the request. Unfortunately, we are unable to adjust the offer at this time. We believe that the original terms reflect a competitive package that aligns with the role and market standards.
We are genuinely excited about the skills and experience you bring to the table and are confident that you will make a significant impact here. We hope you will still consider joining us under the original terms, as we are eager to see the great work we can accomplish together.
Please let us know if you have any further questions or need additional information. We look forward to welcoming you to the team.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Offer Extension Request Response Template
If a candidate asks for more time to consider the offer, use this template to respond. Clearly state whether you can grant an extension and, if so, the new deadline.
Subject: Regarding Your Offer from [Company Name] - Extension Request
Hi [Candidate Name],
Thanks for getting back to us so promptly! We understand you need a little more time to consider our offer for the [Job Title] position.
[Choose ONE of the following options, and delete the other:]
Option 1: Granting the Extension
Yes, we can grant you an extension. We're happy to give you until [New Deadline Date] to make your decision. Please let us know by then if you plan to accept or decline the offer.
Option 2: Limited Extension or Declining the Extension
While we'd love to give you all the time you need, we're working with a timeline for this role. We can offer a limited extension until [New Deadline Date - Shorter than originally requested], or unfortunately, we won't be able to extend the deadline. Please let us know your decision by then.
OR
Unfortunately, we're unable to extend the deadline for the offer. The original deadline of [Original Deadline Date] still applies.
[End of Options]
We're excited about the possibility of you joining [Company Name]! If you have any further questions in the meantime, please don't hesitate to ask.
Best regards,
[Your Name] [Your Title] [Company Name]
Offer Withdrawal Template
In the unfortunate event that you need to withdraw an offer, this template helps you do so professionally. Explain the reason for the withdrawal briefly and respectfully, while keeping in mind the candidate experience.
Subject: Regarding Your Offer from [Company Name]
Dear [Candidate Name],
Please accept our sincerest apologies, but we must inform you of the withdrawal of the offer for the position of [Job Title] at [Company Name], which was extended on [Date of Offer].
[Briefly and respectfully explain the reason for the withdrawal. Examples include:
- Due to unforeseen changes in our business needs,
- Following an internal restructuring,
- Due to budget adjustments]
We understand this is disappointing news, and we regret any inconvenience or disruption this may cause. We truly value the time and effort you invested in the interview process. We were very impressed with [mention something specific you liked about the candidate, e.g., their skills, experience, or enthusiasm].
We wish you the very best in your job search and future endeavors.
Sincerely,
[Your Name] [Your Title] [Company Name]
Download Offer Letter Negotiation Email Templates in multiple formats
Wrapping Up
- Mastering offer letter negotiation is a skill that refines with practice. By using these email templates, you can streamline your communication and secure top talent.
- Remember, a well-crafted offer and transparent communication are key to a positive candidate experience and successful hiring. You can further enhance your process by leveraging pre-employment testing to ensure the right fit.
Offer Letter Negotiation Email Template FAQs
How do you politely negotiate a job offer via email?
- Express gratitude for the offer
- Clearly state your request or counter-offer
- Provide brief justification for your request
- Maintain a positive and professional tone
- End with enthusiasm about the potential opportunity
What should be included in an offer letter email?
- Job title and start date
- Salary and benefits details
- Any contingencies (e.g., background check)
- Next steps in the process
- Deadline for accepting the offer
- Contact information for questions
How long should a candidate have to respond to a job offer?
- Typically, 3-5 business days is standard
- For senior positions, up to a week may be appropriate
- Consider the candidate's circumstances (e.g., relocation)
- Clearly communicate the deadline in your offer email
How do you handle a candidate's request for a higher salary?
- Listen to their reasoning
- Review the initial offer and market rates
- Consider non-monetary benefits if budget is limited
- Respond promptly with a clear decision or counter-offer
- Be prepared to explain your decision professionally
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