The job search process can feel like a rollercoaster of emotions. You aced the interview, received positive feedback, and maybe even got a verbal job offer. But now, days or weeks have passed, and your inbox remains empty of that vital offer letter. This waiting period can cause stress and uncertainty about your next career move.
Many job seekers face this exact situation. You want to follow up without appearing pushy or desperate. The right email can nudge the hiring process forward while maintaining professionalism and showing your continued interest in the position.
Here are fifteen email samples to help you tactfully check on your offer letter status, each crafted for different scenarios and timeframes.
Waiting for Offer Letter Email Samples
These templates will guide you to write effective follow-up emails while waiting for your official job offer letter.
1. Basic Follow-Up After Verbal Offer
Subject: Following Up on [Position] Offer
Dear Mr./Ms. [Last Name],
Thank you again for offering me the [Position] role during our call on [Date]. I am very excited about the opportunity to join [Company Name] and contribute to [specific project or team].
I wanted to follow up regarding the written offer letter that was mentioned during our conversation. I understand that processing paperwork takes time, but I wanted to check if there’s any additional information you need from me to move the process forward.
I look forward to receiving the official offer and starting this new chapter with [Company Name].
Thank you for your time.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
2. Follow-Up After One Week
Subject: Checking Status of Offer Letter for [Position]
Dear [Hiring Manager’s Name],
I hope this email finds you well. It was a pleasure speaking with you last week about the [Position] opportunity at [Company Name].
I am writing to check on the status of the formal offer letter. I remain very interested in the position and excited about the possibility of joining your team.
Please let me know if you need any additional information from me or if there’s anything I can do to help move the process along.
Thank you for your time and consideration.
Warm regards,
[Your Name]
[Your Phone Number]
[Your Email]
[Your LinkedIn Profile – optional]
3. Polite Reminder After Two Weeks
Subject: Gentle Follow-Up – [Position] Offer Letter
Hello [Hiring Manager’s Name],
I hope you’re having a good week.
I wanted to touch base regarding the offer letter for the [Position] role that we discussed two weeks ago. I understand that HR processes can take time, and I remain very interested in joining [Company Name].
Could you please provide an update on when I might expect to receive the formal offer letter? I’m excited to take the next steps and finalize the details of my employment.
Thank you for your assistance.
Kind regards,
[Your Name]
[Your Contact Information]
[Professional Social Media Links – optional]
4. Checking Status While Having Other Offers
Subject: Update Request – [Position] Offer Letter
Dear [Hiring Manager’s Name],
I hope this message finds you well. I wanted to thank you again for the opportunity to join [Company Name] as a [Position].
While [Company Name] remains my top choice, I wanted to let you know that I have received another offer with a response deadline of [Date]. I would greatly appreciate an update on the status of my offer letter from your company, as it would help me make an informed decision.
Please let me know if there’s anything I can provide to help speed up the process.
Thank you for your understanding and assistance.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
5. Following Up After HR Contact
Subject: Next Steps – [Position] Offer
Dear [HR Contact Name],
Thank you for our conversation on [Date] regarding the [Position] role. As you suggested, I am following up about the written offer letter.
I have completed all the requested steps, including [mention any forms, background check authorization, etc. that you’ve completed]. Could you please let me know if there’s anything else needed from my end or when I might expect to receive the formal offer?
I’m looking forward to joining the team and beginning this new opportunity with [Company Name].
Thank you for your help with this process.
Sincerely,
[Your Name]
[Your Contact Details]
[Professional Website – if applicable]
6. After Multiple Follow-Ups
Subject: Status of Offer Letter for [Position]
Dear [Hiring Manager/HR Contact],
I hope you are doing well. I wanted to check in once more about the status of the written offer letter for the [Position] role that was verbally offered to me on [Date].
I remain very enthusiastic about joining [Company Name] and contributing to [specific department or project]. However, I’m trying to plan accordingly for this career move and would appreciate any update you can provide on the timeline for receiving the official offer.
Thank you for your time and assistance with this matter.
Respectfully,
[Your Name]
[Your Phone Number]
[Your Email Address]
7. When There’s Been a Long Delay
Subject: Seeking Clarity on [Position] Offer Status
Dear [Hiring Manager/HR Contact Name],
I hope this email finds you well. It has been [number] weeks since we discussed the job offer for the [Position] role at [Company Name], and I wanted to check if there have been any developments regarding the formal offer letter.
I understand that internal processes can sometimes cause delays, but I wanted to make sure that my application is still moving forward. I remain very interested in the position and am eager to join your team.
Could you please provide an update on the status of my offer letter or let me know if there’s anything else needed from my side?
Thank you for your consideration.
Kind regards,
[Your Name]
[Your Phone Number]
[Your Email]
[LinkedIn Profile Link – optional]
8. When Needing Information for Planning
Subject: Planning Query – [Position] Offer Letter
Dear [Contact Name],
I hope you’re having a great day. I’m writing to inquire about the status of the offer letter for the [Position] role we discussed on [Date].
As I need to give notice to my current employer and make some personal arrangements before starting a new position, I was hoping to get a clearer timeline for when I might receive the formal offer and what the expected start date might be.
Any information you could provide would be greatly appreciated and would help me plan accordingly.
Thank you for your assistance.
Best wishes,
[Your Name]
[Your Contact Information]
[Professional Social Media Links – if relevant]
9. Follow-Up After Salary Negotiation
Subject: Follow-Up on [Position] Offer Details
Dear [Hiring Manager’s Name],
Thank you for our productive discussion on [Date] regarding the compensation package for the [Position] role. I appreciate your willingness to consider my request regarding [specific negotiation point].
I wanted to follow up on our conversation and check when I might expect to receive the updated offer letter reflecting the terms we discussed. I’m excited about finalizing the details and officially accepting the position with [Company Name].
Please let me know if you need any additional information from me to proceed with the updated offer letter.
Thank you for your time and consideration.
Warm regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
10. Short and Direct Approach
Subject: [Position] Offer Letter Status
Hello [Contact Name],
I hope you’re doing well. I’m writing to ask about the status of the offer letter for the [Position] role that was verbally extended to me on [Date].
Could you please let me know when I might expect to receive it?
Thank you for your help.
Best,
[Your Name]
[Your Contact Information]
11. When You Need to Make a Decision Soon
Subject: Timeline Query – [Position] Offer Letter
Dear [Hiring Manager/HR Contact],
I hope this email finds you well. I’m writing regarding the [Position] role that was offered to me on [Date].
I need to make some important decisions by [specific date], and receiving the formal offer letter would be very helpful for my planning. Could you please provide an update on when I might expect to receive the written offer?
I’m very excited about the opportunity to join [Company Name] and look forward to finalizing the details soon.
Thank you for your assistance with this matter.
Kind regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
12. Following Up After a Positive Final Interview
Subject: Next Steps After Final Interview for [Position]
Dear [Interviewer’s Name],
Thank you again for the final interview for the [Position] role on [Date]. I enjoyed our conversation about [mention specific topic discussed], and I’m excited about the possibility of joining the team at [Company Name].
During our conversation, you mentioned that the next step would be a formal offer letter. I wanted to check if there’s an estimated timeline for when I might receive this, or if there’s any additional information you need from me to move forward.
I appreciate your time and consideration.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]
[LinkedIn Profile – optional]
13. When Communicating Through a Recruiter
Subject: Status Update Request – [Position] at [Company Name]
Dear [Recruiter’s Name],
I hope you’re having a good week. I wanted to follow up regarding the [Position] role at [Company Name] that we’ve been discussing.
As you know, I received a verbal offer from [Hiring Manager’s Name] on [Date], but I haven’t yet received the formal offer letter. Could you please check with the company on the status of this document?
I’m very interested in this opportunity and looking forward to receiving the official details to move forward.
Thank you for your continued support throughout this process.
Warm regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
14. When There Might Be a Problem
Subject: Clarification Needed – [Position] Offer Status
Dear [HR Contact/Hiring Manager],
I hope this message finds you well. I’m writing regarding the [Position] role that was verbally offered to me on [Date].
It has been [number] weeks since our last communication, and I wanted to check if there have been any changes to the offer or if there are any concerns that I should be aware of. I remain very interested in the position, but I’m also trying to understand if there might be any issues that are causing a delay in the formal offer letter.
I would appreciate any update you can provide on the status of my application and next steps.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Contact Information]
15. Final Follow-Up Before Moving On
Subject: Final Inquiry – [Position] Offer Letter
Dear [Hiring Manager/HR Contact],
I hope you are doing well. Over the past [number] weeks, I have been eagerly waiting to receive the formal offer letter for the [Position] role at [Company Name] that was verbally extended to me on [Date].
While I understand that organizations have their own processes and timelines, I need to make some decisions regarding my career path. Could you please provide a definitive update on the status of the offer letter and whether the position is still available?
I have greatly appreciated the opportunity to interview with [Company Name] and would still be excited to join your team if the opportunity remains open.
Thank you for your consideration and clarity on this matter.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Wrap-up: Follow-Up Email Tips
Following up on an offer letter requires a careful balance of persistence and professionalism. The key is to stay positive and respectful while clearly expressing your interest in the position.
Remember that delays can happen for many reasons, most of which have nothing to do with your candidacy. HR departments handle multiple priorities, approvals might need to go through several layers of management, or the company might be dealing with unexpected changes.
Choose the email template that best fits your situation and timeline, then customize it with your specific details. Keep your communication brief, clear, and focused on moving the process forward positively.
Stay patient but proactive. With the right approach, you can help move your offer letter along without damaging your professional relationship with your potential new employer.