Returning Signed Offer Letter Email: A Step-by-Step Guide

Returning a signed offer letter is a crucial step in the hiring process, connecting the candidate with the hiring manager, recruiter, and HR department. After the candidate receives an offer letter from the hiring manager, they must carefully review and consider the terms of employment before signing and returning it to the recruiter. Once the candidate has signed the offer letter, they should promptly return it to the recruiter to complete the hiring process and secure their new role.

Best Structure for Returning Signed Offer Letter Email

Here’s a step-by-step guide to crafting a clear and professional email to return a signed offer letter:

1. Header

Begin the email with a formal salutation, such as “Dear [Hiring Manager Name].”

2. Acknowledgement

Start the body of the email by acknowledging receipt of the offer letter and expressing your gratitude for the opportunity:

• “Thank you for the job offer for the [Position Name] position at [Company Name].”

3. Acceptance

Clearly state that you are accepting the offer:

• “I am pleased to accept your offer and look forward to joining the [Company Name] team.”

4. Signed Offer Letter Attachment

Indicate that you have signed and attached the offer letter to the email:

• “Please find the signed offer letter attached for your records.”

5. Start Date Confirmation

Confirm the agreed-upon start date, if applicable:

• “As discussed, my start date will be [Start Date].”

6. Enthusiasm and Readiness

Express your enthusiasm and readiness to start working at the company:

• “I am excited to contribute my skills and experience to the [Company Name] team.”

“I look forward to collaborating with you and the team to achieve great things.”

7. Additional Information (Optional)

If necessary, include any additional information that the hiring manager may have requested, such as:

• Proof of eligibility to work in the country
• References

8. Table of Attachments

To ensure clarity, create a table listing all attachments included in the email:

9. Closing

End the email with a professional closing and your full name:

• “Sincerely,
• [Your Full Name]”

Sample Returning Signed Offer Letter Emails for Different Reasons

Accepted Offer:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>Thank you so much for returning your signed offer letter! We are thrilled to have you join our team as a [Position Title].</p>

<p>Your start date is [Start Date]. Please report to [Reporting Manager's Name] at [Office Location] on that day. You will receive an email with further details regarding your onboarding process and any pre-employment requirements.</p>

<p>We believe that your skills and experience will be a valuable asset to our organization. We look forward to working with you.</p>

<p>Best regards,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Declined Offer:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>Thank you for returning your signed offer letter, which we regrettably acknowledge. We appreciate you taking the time to consider our offer.</p>

<p>While we were impressed with your qualifications and enthusiasm, we have decided to pursue other candidates who more closely align with the immediate requirements of the role.</p>

<p>We wish you all the best in your job search. Please let us know if there are any other positions we can assist you with in the future.</p>

<p>Sincerely,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Request for Clarification:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>Thank you for returning your signed offer letter. We are excited to have you join our team.</p>

<p>Upon reviewing your signed letter, we noticed a discrepancy in the start date. The date initially discussed was [Original Start Date]. However, your signed offer letter indicates [Updated Start Date].</p>

<p>Please confirm the correct start date so that we can update our records accordingly.</p>

<p>We appreciate your attention to this matter.</p>

<p>Best regards,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Incomplete Information:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>Thank you for returning your signed offer letter. We appreciate your interest in the [Position Title] position.</p>

<p>Upon review, we noticed that your signed offer letter is missing the following information:</p>

<ul>
<li>Your signature</li>
<li>[Any other missing information]</li>
</ul>

<p>Please resend a complete signed offer letter as soon as possible to finalize your hiring process.</p>

<p>Thank you for your cooperation.</p>

<p>Best regards,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Offer Withdrawn:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>We regret to inform you that we are withdrawing our offer for the [Position Title] position.</p>

<p>Unfortunately, we have had to make a difficult decision to restructure the team due to [Reason for Restructuring]. As a result, we are no longer able to fill the position.</p>

<p>We appreciate the time you have invested in the recruitment process and apologize for any inconvenience this may cause.</p>

<p>We wish you all the best in your job search.</p>

<p>Sincerely,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Offer Extension:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>We are writing to extend the deadline for signing your offer letter for the [Position Title] position.</p>

<p>We understand that you may have other commitments and deadlines to consider before accepting our offer. Therefore, we are extending the signing deadline to [New Deadline].</p>

<p>Please let us know if you have any questions or concerns. We look forward to hearing from you soon.</p>

<p>Best regards,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

Offer Reactivation:

<section class="example">
<p>Dear [Candidate Name],</p>

<p>We hope this email finds you well.</p>

<p>We are writing regarding the [Position Title] offer that we extended to you on [Original Offer Date]. While we understand that you declined our offer at the time, we would like to explore the possibility of reopening the position.</p>

<p>Since our initial contact, we have reconsidered our recruitment strategy and believe that your qualifications and experience would be a valuable asset to our team.</p>

<p>If you are still interested in the position, please let us know by [Deadline]. We would be happy to discuss the details further and determine if the timing is right for both of us.</p>

<p>Thank you for your attention to this matter.</p>

<p>Best regards,</p>

<p>[Your Name]</p>
<p>HR Manager</p>
</section>

How to Return a Signed Offer Letter Email

What is the proper subject line for a signed offer letter email?

The subject line should clearly indicate that the email contains a signed offer letter. Examples include:

• Signed Offer Letter for [Position Name]
• Acceptance of Offer Letter for [Position Name]
• Confirmation of Acceptance for [Position Name]

What should I include in the body of the signed offer letter email?

The body of the email should include the following information:

• A statement that you are returning the signed offer letter.
• The date that you signed the offer letter.
• A brief expression of your excitement and gratitude for the opportunity.
• A request for the company to proceed with the next steps in the hiring process.

What is the proper format for a signed offer letter email?

The email should be formatted in a professional and concise manner. It should be single-spaced, with a font size of 12 points. The margins should be set to 1 inch on all sides.

Well, that’s it, folks! I hope I’ve cleared up any confusion about how to email a signed offer letter. If you have any more questions or just want to chat, feel free to reach out to me. In the meantime, thanks for reading and I’ll catch you later!