Offer acceptance email, and how to decline
Accepting: thank them, accept at the CTC the letter states, confirm the joining date, attach the signed letter. Declining: thank them, say no plainly, keep the door open. Write either below.
Before you reply
1
Read the letter first
CTC and its fixed and variable split, joining date, location, probation, notice period, and any bond. Ask about anything unclear before you accept, not after.
2
Put it in writing
If anything changed on a call, such as a joining date or a bonus, ask for a revised letter. Your email should repeat what the letter says, not what was said.
3
Resign after, not before
Resign from your current job once you have the signed letter back, or at least the acceptance confirmed in writing.
Write yours
Subject
Offer acceptance: [Role], [Your name]
Dear Hiring Team, Thank you for the offer for the [Role] role at [Company]. I am happy to accept it. I confirm my joining date as [joining date]. I have attached the signed offer letter. Could you let me know which documents I should bring on my first day, and anything I should complete before then? I look forward to joining the team. Regards, [Your name]
6 blanks in [brackets] to fill.
Runs in your browser. Nothing you type here is sent anywhere.
Samples
Accepting, fresher
Subject: Offer acceptance: Accounts Executive, Sneha Kulkarni
Dear Ms. Iyer, Thank you for the offer for the Accounts Executive role at Mehta & Co.. I am happy to accept it. I confirm my joining date as 5 January 2027. I have attached the signed offer letter. Could you let me know which documents I should bring on my first day, and anything I should complete before then? I look forward to joining the team. Regards, Sneha Kulkarni
Accepting, with a notice period
Subject: Offer acceptance: Product Analyst, Arjun Mehta
Dear Ms. Rao, Thank you for the offer for the Product Analyst role at Kiranakart. I am happy to accept it, at a CTC of ₹10 LPA as stated in the offer letter. My notice period with my current employer ends on 28 November 2026, and I confirm my joining date as 1 December 2026. I have attached the signed offer letter. Could you let me know which documents I should bring on my first day, and anything I should complete before then? I look forward to joining the team. Regards, Arjun Mehta
Declining
Subject: Account Executive offer: Rohan Desai
Dear Mr. Shah, Thank you for offering me the Account Executive role at Fieldbook, and for the time you and the team spent with me. After careful thought, I have decided to decline the offer, as I have accepted a role that keeps me in Mumbai. This was not an easy decision. I enjoyed our conversations, and I hope our paths cross again. Regards, Rohan Desai
Questions people ask
Do I have to sign the offer letter, or is the email enough?
Most companies want both: the signed letter (scanned or e-signed) and a short email. If they use an online portal, accept there and send the email anyway, so a person has it in their inbox.
Can I ask for a different joining date in the acceptance?
Yes, if you give the reason, usually your notice period. Agree the date with HR first if you can, then confirm it in the email. Ask for the change in writing if it differs from the letter.
How soon should I reply?
By the date the offer letter gives, and ideally within two or three working days. If you need more time, ask for it by a specific date rather than going quiet.
Is it okay to decline after accepting?
It happens, but it costs goodwill with that company and sometimes the recruiter. If you must, do it as early as possible, by phone and then email, and do not wait until the joining date.
Should I give a reason when declining?
A short one about you is enough: another offer, a location, a different direction. Do not criticise the offer or the company; the email stays on file and recruiters move between companies.
Not sure yet? Negotiate first, then resign
If the offer is close but not quite there, ask once, politely, before you accept. Once it is signed, the resignation letter is next.
The sample people, companies and figures are made up. This page is general guidance.