Offer follow up email template.

Updated 5 October 2026

What should this message include?

Silence after an offer can mean the candidate is thinking, comparing, or waiting for something from you. A friendly check in helps in all three cases.

• A reference to the offer you sent, with the role name.
• The expiry date, stated as [Offer expiry date].
• An offer to answer questions or arrange a call.
• A statement that you want them to feel confident in the decision.
• Who to contact, and how.

Email template

Subject: Following up on your [Role] offer at [Company]

Hello [Candidate name],

I am following up on the offer for the [Role] position that we sent on [Date]. The offer is open until [Offer expiry date].

If you have any questions about the terms, the team or the start date of [Start date], I am glad to talk them through. Please reply here or suggest a time for a call.

If you need a little more time to decide, let me know and we will see what is possible.

Kind regards,
[Recruiter name]
[Company]

WhatsApp template

Hello [Candidate name], [Recruiter name] from [Company] here. A quick check in on the [Role] offer, which is open until [Offer expiry date]. Happy to answer any questions or arrange a call.

What should you change before sending?

• The timing: send after a day or two, and again close to the expiry date at most.
• The extension: only mention more time if you can really give it.
• The tone: warm for a candidate you are keen to hire, neutral for a routine role.
• The contact: add a phone number or a call link as a placeholder if you prefer a call.

Mistakes to avoid

• Using pressure or false urgency to force a decision.
• Following up several times a day.
• Changing the terms in the message. Any change should go through a revised formal letter reviewed by your HR or legal team.