Waiting to hear back after applying? Got a job offer but not sure how to respond?
From following up to accepting the offer, the way you email HR can shape your first impression, and even affect your chances of getting hired.
This guide shows you the following:
- When to follow up and what to say
- How to write professional emails (with real examples)
- Smart ways to follow up and track responses
Let’s dive in.
7 Email HR About a Job Offer Examples
1. Following Up After You Applied
Sent your application but haven’t heard anything back? It’s totally okay to follow up with HR, just keep it short and professional.
Mention the job title, the date you applied, and your continued interest in the position. If you have a contact person, email them directly.
Subject line: Follow-up on [Job Title] Application
Hi [HR Contact Name],
I hope you're doing well. I wanted to follow up on my application for the [Job Title] role, which I submitted on [Application Date]. I'm still very interested in the position and would love to know if there are any updates.
Please let me know if you need any additional information from my side. I look forward to hearing from you.
Best regards,[Your Full Name]
[Your Contact Details]
See exactly when your email was opened and how long it took. In the example below, the email was read 3 minutes after sending, which is helpful for timing your next follow-up.
Add MailTracker to Chrome for free and start tracking your emails in Gmail!
2. Thanking HR After an Interview
Sending a thank-you email after an interview shows professionalism and keeps you top of mind.
It’s a simple step that can leave a good impression, especially if you're up against other strong candidates.
Mention the job title, thank them for their time, and briefly refer to something discussed in the interview.
Subject line: Thank You – [Job Title] Interview
Hi [HR Contact Name],
Thank you for the opportunity to interview for the [Job Title] role. I really appreciated our conversation and learning more about the position details, team, and company culture.
I’m excited about the possibility of joining [Company Name] and contributing to the team. If you need any further information from me, feel free to reach out.
Best regards,[Your Full Name]
[Your Contact Details]
MailTracker shows when (and how often) your email gets opened. Multiple views, like below, could signal interest or team discussion. A good sign after an interview!
3. Asking for an Update on the Job Offer
You’ve completed your interviews and you’re expecting a response, but things have gone quiet. It’s okay to check-in.
Keep your tone respectful, and show that you’re still interested in the employment offer. Mention the job title and date of your last contact.
Subject line: Checking In – [Job Title] Application Status
Hi [HR Contact Name],
I hope you’re doing well. I wanted to follow up regarding the [Job Title] role I interviewed for on [Interview Date]. I'm still very interested in the position and wanted to check if there are any updates on the hiring process or timeline.
Please let me know if I can provide any additional information. I really appreciate your time and consideration.
Best regards,
[Your Full Name]
[Your Contact Details]
If your email hasn’t been opened after a few days, MailTracker sends a follow-up reminder, (like the one below) so you know when it’s time to check back in.
4. Clarifying Job Offer Details
You’ve received a formal job offer, but before you accept the offer, you want to make sure you understand everything.
This is the time to ask about your starting salary, benefits package, start date, job responsibilities, or any necessary paperwork. Keep it respectful, and focus on making an informed decision.
Subject line: Clarifying Offer Details – [Job Title]
Hi [HR Contact Name],
Thank you so much for the offer of employment for the [Job Title] position at [Company Name]. I’m excited about the opportunity and appreciate the confidence you’ve shown in me.
Before I move forward, I’d like to clarify a few things regarding the employment terms, including the starting salary, benefits offered, and the anticipated start date. Could you please share any documents or provide further information?
Looking forward to your reply.
Best regards,
[Your Full Name]
[Your Contact Details]
5. Accepting a Job Offer
Once you're ready to accept the offer, your email should confirm your interest, appreciation, and understanding of the employment terms.
Reconfirm the start date, express enthusiasm, and ask about the next steps like signing the employment contract or submitting any remaining paperwork.
Subject line: Accepting Job Offer – [Job Title]
Hi [HR Contact Name],
Thank you again for offering me the [Job Title] position at [Company Name]. I’m excited to join the team and I’m happy to formally accept the offer.
As discussed, my anticipated start date will be [Start Date], and I understand the benefits package, starting salary, and other employment terms outlined in the offer letter. Please let me know what’s needed from me to move forward with the onboarding process.
Looking forward to getting started.
Best regards,
[Your Full Name]
[Your Contact Details]
6. Requesting More Time to Decide
Sometimes you need extra time to review the employment offer, maybe you're waiting on another offer letter, or need to consider the benefits, company culture, or position details.
It’s perfectly fine to ask for a little more time, as long as you're polite and respectful.
Subject line: Request for More Time – [Job Title] Offer
Hi [HR Contact Name],
Thank you again for the offer of employment for the [Job Title] role. I'm truly excited about the opportunity and appreciate the chance to join [Company Name].
I’m currently reviewing all the details to make an informed decision and would appreciate a little more time to do so. Would it be possible to extend the candidate’s final response deadline to [Proposed Date]?
Thank you for your understanding, and I’ll be sure to respond within that timeframe.
Best regards,[Your Full Name]
[Your Contact Details]
If your request email isn’t opened, MailTracker lets you know, so you can resend it or try a different contact before the deadline passes.
7. Declining a Job Offer Respectfully
Not every job offer is the right fit. If you’ve decided not to move forward, respond quickly and respectfully.
You don’t need to go into details, just thank them, be clear, and keep the door open for future opportunities.
Subject line: Response to Job Offer – [Job Title]
Hi [HR Contact Name],
Thank you so much for offering me the [Job Title] position at [Company Name]. After careful consideration, I’ve decided to decline the offer at this time.
I truly appreciate the opportunity and the time you and the team invested in the hiring process. I hope we may cross paths again in the future, and I wish you continued success in finding the right candidate.
Best regards,[Your Full Name]
[Your Contact Details]
Track Your Job Offer Emails with MailTracker
When you're emailing HR, every moment counts. Did they open your email? Did they read your offer acceptance, clarification, or follow-up?
Are you still waiting, and they haven’t even seen it?
MailTracker helps you stay in the know. It gives you:
- Real-time notifications when your email is opened
- Insights into how many times it was viewed
- The ability to spot when you're being ignored or actively reviewed
You can start with the Forever Free plan, which includes up to 20 tracked emails per month. Need more?
Upgrade anytime and unlock advanced features like link click tracking, unlimited tracking, and more, with a 7-day free trial to test it out. Add MailTracker to Chrome!
FAQs: Emailing HR About a Job Offer
Can I email HR directly about a job offer?
Yes. It’s common to email HR about a job offer, especially if you're clarifying terms, responding to a verbal offer, or requesting relevant information before making a decision.
What details should I confirm before accepting a job offer?
Make sure to ask about the start date, working hours, employee benefits, paid vacation, retirement plans, and your reporting structure. These are key to understanding the employment relationship.
Who should I contact if I have questions about my offer?
If you're unsure, reach out to the hiring manager or the HR contact person listed in the official offer. Always provide contact details in your reply.
Is it okay to ask for paid time off as part of a job offer discussion?
Yes. You can ask about paid time, paid vacation, and other benefits, just do it professionally and after the company has formally offered you the full-time position.
