How to accept a job offer by email (UK and US templates)

Accept a job offer by replying to the written offer letter, not the phone call. Say yes in the first line, restate the job title, salary and start date exactly as the letter gives them, and don't hand in your notice until that letter is in your inbox and any conditions have been cleared. Below are the reasons, then four job offer acceptance emails you can adapt in five minutes.

Is a verbal offer the same as a written offer?

No. Treat the call as good news and the letter as the offer. Terms agreed out loud get misremembered, especially the ones negotiated late.

On the call, thank them and ask when the written offer will come through. You don't need to say "I accept" on the spot, and no recruiter will think less of you for waiting. When the letter arrives, reply to that email, so your acceptance sits in the same thread as the document it refers to.

What should you check before you say yes?

Read the letter against your notes from the call, line by line.

• Job title and who you report to
• Salary, and whether it's base only or includes bonus, commission or equity
• Start date and place of work, including any hybrid or remote arrangement
• Holiday allowance (UK) or PTO (US), and pension or 401(k) terms
• Anything agreed late, such as a signing bonus or a later start

If something agreed on the phone is missing, raise it before accepting, because afterwards the employer has little reason to revisit anything. If you're still pushing on pay, our guide to salary negotiation emails covers that conversation, and negotiating salary after an offer goes deeper on the numbers.

In the UK, most offers are conditional

A UK offer usually says it is "subject to" references and right-to-work checks, and sometimes a DBS check, a medical or proof of qualifications. Until those clear, the offer can be withdrawn. The Home Office guidance says right-to-work checks must happen before employment starts.

So tell the employer which referee they may contact now and which only after you've resigned (template 3 does this). Also check whether you've been sent a contract or just an offer letter. You're entitled to a written statement of your main terms by your first day (GOV.UK).

In the US, the offer letter is not a contract

Nearly every US job is at-will, meaning either side can end it at any time for any lawful reason. Montana is the one state that limits this by statute once probation is over. Offer letters usually state that you are at-will, and often make the offer contingent on a background check, a drug screen or reference calls. An offer can be rescinded, which makes the written terms more important, not less. You'll also complete Form I-9 to prove you're eligible to work, which USCIS requires within three business days of your start.

When should you resign from your current job?

Only once you have the written offer, you've accepted it, and any conditions that could realistically fail (usually references and background checks) have cleared. If the check covers your criminal record, ban-the-box rules decide when the employer may ask and what it must do before withdrawing an offer.

Check your notice period before you name a start date. In the UK, one to three months is common for professional roles. In the US, two weeks is the convention rather than a legal rule.

How long can you take to reply, and what if you're waiting on another offer?

Reply within one or two working days, and acknowledge the offer the same day. If you need longer, ask for a specific date rather than open-ended time.

If you're waiting on a second company, be honest with both, without naming names. Tell the one that has made an offer you're finalising another process. Tell the other you have an offer with a deadline and ask whether they can move faster. If they've simply gone quiet, see our guide to following up after an interview with no response.

A holding reply can be this short.

Thank you so much for the offer. I'd like to read through the details
properly and will come back to you by Thursday at the latest.

Job offer acceptance email templates

Reply in the offer thread where you can; the subject lines are for when you start a new one. Change every detail.

1. Simple acceptance

For when the letter matches everything you discussed.

Subject: Offer acceptance – Marketing Manager – Priya Shah

Hi Rachel,

Thank you for the offer for the Marketing Manager role. I'm
delighted to accept.

As set out in the letter, I'll start on Monday 2 March on a salary
of £48,000. I've signed the contract and returned it through the
portal this morning.

Do let me know if you need anything else before then. I'm really
looking forward to joining the team.

Best wishes,
Priya Shah
07700 900123

2. Acceptance that confirms negotiated terms

For when you agreed changes after the first offer and the paperwork hasn't caught up.

Subject: Accepting the Senior Software Engineer offer

Hi Daniel,

Thanks for coming back to me so quickly on Tuesday. I'm happy to
accept the Senior Software Engineer offer.

So we're working from the same numbers, here's what I understand
we agreed:

- Base salary of $152,000
- 4,000 RSUs vesting over four years
- Start date of Monday, April 6
- Remote on Mondays and Fridays

The letter I have still shows a base of $145,000 and doesn't mention
the hybrid schedule. Could you send an updated version? I'll sign it
the same day.

Looking forward to meeting the rest of the team.

Best,
Marcus Lee

3. Acceptance that asks a practical question

For a conditional UK offer when your current employer doesn't know you're leaving yet.

Subject: Re: Offer of employment – Financial Analyst

Hi Helen,

Thank you for the offer. I'm very pleased to accept the Financial
Analyst position on the terms in your letter of 12 January.

One practical point on references. My current manager doesn't yet
know I'm moving on, so could you approach my previous employer,
James Carter at Northgate Ltd, first? I'll hand in my notice as soon
as the offer is confirmed, and you're welcome to contact my current
manager after that.

Also, would you like my right-to-work documents before my first day,
or should I bring them with me?

Kind regards,
Tom Byrne

4. Acceptance that asks to move the start date

For when the proposed date doesn't fit your notice period.

Subject: Accepting the Account Director offer – start date

Hi Sophie,

Thank you for the offer. I'm delighted to accept the Account Director
role.

The only thing I need to raise is timing. My contract has a two-month
notice period, so the earliest I can start is Monday 1 June rather
than 4 May. I've asked my employer whether they'll release me early
and will let you know by Friday either way.

Would 1 June work, with the option to bring it forward if they agree?

Best regards,
Laura Mitchell

What not to write

This sounds keen and causes three problems at once.

Subject: Re: Re: Re: Update

Hi!! YES, absolutely, I accept, can't wait!! Just handed my notice
in :) Quick q, is there any flex on the salary? And would it be ok
to start a couple of weeks later? Cheers

• It says yes, then reopens salary and start date with no leverage left. To a hiring manager, that reads as a yes that wasn't real.
• It confirms nothing. No title, no salary, no date, and a useless subject line.
• It resigns too early. If a reference check fails next week, this candidate is out of work.

FAQ

Can I accept a job offer by email?

Yes. Email is the normal way to accept in both the UK and the US, and it gives you a dated record. If the employer also uses an e-signature tool or an onboarding portal, sign there too, because the email doesn't replace the contract.

Can I back out after accepting?

Legally, usually yes, though check your contract for a notice clause that applies before your start date. Professionally, it costs you, because recruiters remember. Do it quickly, by phone first and then in writing. Our guide to declining a job offer has wording that keeps the relationship intact.

Can the employer withdraw the offer after I've accepted?

In the UK, accepting an unconditional offer creates a contract, so withdrawing it is usually a breach, and compensation is generally limited to your notice pay. A conditional offer can be withdrawn if a condition isn't met. In the US, at-will employment means an offer can normally be rescinded.

Should I send my acceptance to the recruiter or the hiring manager?

Reply to whoever sent the written offer. If you've dealt with both an agency recruiter and a hiring manager, copy the other one in so nobody hears the news second-hand.

Check your resume for ATS before you apply →