Receiving a job offer fills you with excitement, but the wait for that official offer letter can make minutes feel like hours. You’ve shown your best during interviews, made a great impression on the hiring team, and heard the good news verbally. Right now, sitting between that exciting “You got the job!” moment and seeing the official document can seem endless.
This point marks a big step in your career path, and handling it right makes a difference. These email templates will guide you through requesting your offer letter professionally while keeping your enthusiasm balanced and appropriate.
“Waiting for Offer Letter” Email Samples
Each email template below will help you request your offer letter professionally while building strong connections with your future employer.
1. Simple Follow-up After Verbal Offer
Subject: Following Up on Offer Letter – [Position Name]
Dear [Hiring Manager’s Name],
Thank you again for offering me the [Position] role at [Company Name] during our conversation on [Date]. The opportunity sounds exciting, and I look forward to joining the team.
As discussed, I would appreciate receiving the official offer letter to review the complete details of the employment terms we talked about. Please let me know if you need any additional information from my end to move forward with the paperwork.
Thank you for your time and consideration.
Best regards, [Your Name]
2. Follow-up After a Week of Waiting
Subject: Status Update Request – Offer Letter for [Position Name]
Dear [Hiring Manager’s Name],
Hope you’re having a good week. Following our wonderful conversation last [Day] about the [Position] role, I wanted to check on the status of the formal offer letter.
The role aligns perfectly with my career goals, and I’m eager to start contributing to [Company Name]. Could you please update me on when I might expect to receive the official documentation?
Thank you for keeping me posted.
Kind regards, [Your Name]
3. Urgent Timeline Request
Subject: Timeline Query – [Position] Offer Letter
Dear [Hiring Manager’s Name],
Thank you for extending the verbal offer for the [Position] role last week. I’m thrilled about the opportunity to join [Company Name].
Since I need to give notice to my current employer, I wanted to ask about the timeline for receiving the formal offer letter. This would help me plan my transition smoothly and ensure I maintain professional relationships with both organizations.
Looking forward to your response.
Best regards, [Your Name]
4. Professional Persistence After Multiple Attempts
Subject: Quick Check-in – [Position] Offer Letter Status
Dear [Hiring Manager’s Name],
I trust you’re doing well. As a brief follow-up to my previous email, I wanted to check if there’s any update regarding the offer letter for the [Position] role.
While I understand the HR processes take time, I’m very excited about joining [Company Name] and would greatly appreciate any information about the expected timeline. Please let me know if you need any additional details from my side.
Thank you for your attention to this matter.
Warm regards, [Your Name]
5. Follow-up with Additional Questions
Subject: Questions About Offer Letter – [Position Name]
Dear [Hiring Manager’s Name],
Thank you for offering me the [Position] role during our meeting last [Day]. While waiting for the formal offer letter, I have a few questions about the role that I’d like to clarify.
Could we schedule a quick call to discuss the health insurance coverage start date and the company’s policy on remote work? These details would help me better prepare for the transition.
Thank you for your help with this.
Best regards, [Your Name]
6. Graceful Follow-up After HR Delay
Subject: Checking In – [Position] Offer Letter
Dear [HR Manager’s Name],
Hope this email finds you well. [Hiring Manager’s Name] mentioned you would be handling the offer letter process for the [Position] role. I’m reaching out to see if you need any additional information from me to prepare the documentation.
Please let me know what else I can provide to help move the process along. I’m looking forward to receiving the offer letter and joining the [Company Name] team.
Thank you for your assistance.
Best regards, [Your Name]
7. Time-Sensitive Decision Request
Subject: Time-Sensitive Query – [Position] Offer Letter
Dear [Hiring Manager’s Name],
Thank you for extending the verbal offer for the [Position] role. I’m writing because I have received another job offer that requires a response by [Date]. While [Company Name] remains my first choice, I want to handle both situations professionally.
Could you please let me know when I might expect to receive the formal offer letter? This would help me make an informed decision and respond to both opportunities appropriately.
Thank you for understanding.
Best regards, [Your Name]
8. Follow-up After Salary Discussion
Subject: Following Up – Offer Letter and Compensation Details
Dear [Hiring Manager’s Name],
Thank you for our productive discussion about the [Position] role and compensation package last [Day]. As discussed, I look forward to receiving the formal offer letter detailing the agreed-upon salary and benefits.
Please let me know if you need any additional information from me to finalize the documentation. I’m excited about the opportunity to join [Company Name].
Thank you for your time.
Best regards, [Your Name]
9. Checking Status Through Recruiter
Subject: Status Check – [Position] Offer Letter
Dear [Recruiter’s Name],
Hope you’re doing well. Following the verbal offer from [Hiring Manager’s Name] for the [Position] role at [Company Name], I wanted to check on the status of the formal offer letter.
Could you please update me on the timeline? Your help with this would be greatly appreciated as I prepare for the next steps in my career transition.
Thank you for your continued support throughout this process.
Best regards, [Your Name]
10. Second Follow-up with Timeline Request
Subject: Timeline Request – [Position] Offer Letter
Dear [Hiring Manager’s Name],
Following up on my previous email about the [Position] role offer letter. I remain very excited about joining [Company Name] and contributing to the team’s success.
Would you be able to provide an estimated timeline for when I might receive the formal offer letter? This would help me plan my next steps effectively.
Thank you for your help with this matter.
Kind regards, [Your Name]
11. Follow-up After Benefits Discussion
Subject: Benefits Confirmation and Offer Letter Query
Dear [HR Manager’s Name],
Thank you for discussing the benefits package for the [Position] role last [Day]. The information you shared about the health insurance and retirement plans was very helpful.
As we discussed, I’m looking forward to receiving the formal offer letter that includes these details. Could you please let me know when I might expect to receive it?
Thank you for your assistance.
Best regards, [Your Name]
12. Professional Check-in After Two Weeks
Subject: Gentle Follow-up – [Position] Offer Letter
Dear [Hiring Manager’s Name],
I hope you’re having a productive week. As it’s been two weeks since our discussion about the [Position] role, I wanted to check on the status of the formal offer letter.
I remain enthusiastic about joining [Company Name] and would appreciate any updates you can share about the documentation timeline.
Thank you for keeping me informed.
Warm regards, [Your Name]
13. Following Up After Reference Check
Subject: Reference Check Complete – Offer Letter Status
Dear [Hiring Manager’s Name],
I hope this note finds you well. My references have confirmed they completed their conversations with your team regarding the [Position] role.
Could you please update me on the next steps and when I might expect to receive the formal offer letter? I’m excited to move forward with joining [Company Name].
Thank you for your time.
Best regards, [Your Name]
14. Background Check Completion Follow-up
Subject: Background Check Complete – Next Steps Query
Dear [HR Manager’s Name],
I received confirmation that my background check for the [Position] role has been completed successfully. I wanted to check if this was the final step before receiving the formal offer letter.
Please let me know if you need anything else from me to move forward with the documentation.
Thank you for your help.
Best regards, [Your Name]
15. Relocation Package Confirmation Request
Subject: Relocation Details and Offer Letter Status
Dear [Hiring Manager’s Name],
Thank you for our discussion about the relocation package for the [Position] role. As I prepare for the move to [City], I wanted to confirm when I might receive the formal offer letter with these details included.
Your help with this would be greatly appreciated as I begin planning my relocation.
Thank you for your assistance.
Best regards, [Your Name]
16. Start Date Coordination Follow-up
Subject: Start Date Confirmation and Offer Letter Query
Dear [Hiring Manager’s Name],
Following our discussion about a [Month] start date for the [Position] role, I wanted to check on the status of the formal offer letter. Having this documentation would help me coordinate my departure from my current position.
Please let me know when I might expect to receive it.
Thank you for your help.
Kind regards, [Your Name]
17. Visa Sponsorship Documentation Request
Subject: Visa Documentation and Offer Letter Status
Dear [HR Manager’s Name],
Thank you for confirming the visa sponsorship for the [Position] role. To begin the visa application process, I will need the formal offer letter detailing the terms of employment.
Could you please update me on when these documents will be ready? This would help me start the necessary paperwork promptly.
Thank you for your assistance.
Best regards, [Your Name]
18. Equipment and Resources Confirmation
Subject: Equipment Details and Offer Letter Status
Dear [Hiring Manager’s Name],
Thank you for discussing the equipment package for the remote [Position] role. As we plan for my start date, I wanted to check when I might receive the formal offer letter detailing these arrangements.
This would help me prepare my home office setup effectively.
Thank you for your help.
Best regards, [Your Name]
19. Training Schedule Coordination
Subject: Training Schedule and Offer Letter Query
Dear [Hiring Manager’s Name],
Thank you for sharing the initial training schedule for the [Position] role. To help me prepare for the upcoming training period, I wanted to check on the status of the formal offer letter.
Could you please let me know when I might expect to receive it?
Thank you for your assistance.
Best regards, [Your Name]
20. Final Follow-up Before Deadline
Subject: Time-Sensitive – Offer Letter Status Update
Dear [Hiring Manager’s Name],
As discussed during our call, I need to make a final decision about my career move by [Date]. While [Company Name] remains my top choice, I would greatly appreciate receiving the formal offer letter to make an informed decision.
Could you please update me on the status of the documentation?
Thank you for your understanding and prompt attention to this matter.
Best regards,
[Your Name]
Final Thoughts: Professional Email Follow-ups for Job Offers
Asking about an offer letter needs just the right mix of professionalism and steady follow-up. These email templates give you solid starting points – adjust your message based on your specific situation and connection with the hiring team. Stay optimistic and composed while keeping communication clear. Your careful approach sets the foundation for great professional relationships from day one.