You sent the offer, and now the inbox is quiet. This page gives employers a free job offer follow up email template as a three-touch sequence, from the day after the letter goes out to the response deadline. Copy and edit each email. Two variations cover a candidate who asks for an extension and one who said yes but hasn't signed.
Offer follow-up email template
Touch 1: one business day after the written offer
Touch 2: about two days before the deadline
Touch 3: the deadline day, if you haven't heard back
When to use it
Start the sequence once the written offer is in the candidate's hands and you haven't had a clear yes or no. If the candidate is actively talking to you, skip the template and respond to what they've said; these emails are for silence, not conversation.
Stop the sequence the moment they reply. And if the candidate asked on the offer call for a few days to think, respect that and send only Touch 2 before the date you agreed.
How to customize it
- Match the gap between touches to the deadline. With a three-day deadline, send Touch 1 the next morning and fold Touch 2 into the final day.
- Make the Touch 2 update true and specific. A real detail about the team does more than any sales line.
- Name the likely sticking point in Touch 1 based on what came up in interviews, such as relocation or a vesting schedule.
- Decide in advance how long you can hold the offer, and get that approved so the date in Touch 3 is real.
- Call or text once if you can, alongside Touch 2. Some candidates read email only at work, and a career decision is often made at home.
- Copy the hiring manager on Touch 3 only if they already know the candidate well.
Variations
When the candidate asks for an extension:
When the candidate accepted on the phone but hasn't signed:
Mistakes to avoid
- Sending all three touches when the candidate already asked for time. Pressure during a decision period tends to produce a no.
- Using an "exploding" deadline you won't enforce. If you extend every time, the next deadline means nothing.
- Changing the offer terms by email to win a reply. Any change should go through approval and arrive as an updated letter.
- Treating candidates differently in how long they get or how hard they're pushed for reasons that aren't job-related. The EEOC says discrimination is illegal in hiring and in pay decisions, and that covers how offers are handled.
- Going silent after Touch 3. Tell the candidate if you've moved on, so they aren't left holding an offer that no longer exists.
If the candidate's reply raises a legal question, such as a non-compete from a current employer or immigration timing, route it to HR or counsel instead of answering by email. This is not legal advice.
Automating this with Carolina
Carolina, NTRVSTA's AI Head of Talent, can send these candidate messages and updates by email, SMS or WhatsApp, and set up the follow-up call with your calendar. Your team can ask it in plain English which offers are still unsigned, and a morning digest in Slack or Teams keeps the pipeline in front of everyone.
Following up is something you can set to suggest, ask first, or auto. Changing an offer is not: offers and compensation changes always wait for a person. The free Starter plan covers one open role, with no card needed; see pricing.
Other offer-stage templates: the verbal offer script, the job offer letter and the new hire welcome email for after the signature. Measure the result with offer acceptance rate, or browse all recruiting templates.
Questions
How long should you wait to follow up on a job offer you sent?
Send a short check-in one business day after the written offer goes out, then a reminder about two days before the deadline. If the deadline passes with no reply, send one final note before you move to your next candidate.
What if the candidate asks for more time to decide?
Say yes to a reasonable extension when you can, and put the new date in writing. Ask what information would help them decide, because a request for time often hides a specific question about pay, the team or the start date.
Should the follow-up come from the recruiter or the hiring manager?
The recruiter usually sends the reminders. A short personal note from the hiring manager between touches can help a lot, especially if the candidate is weighing another offer, as long as it adds something new rather than repeating the deadline.
Want to watch an offer follow-up run with approvals in place? Book a 20-minute demo, or try a sample interview yourself.
