Email template · Offers
Offer reminder email
In short
A job offer follow up email reminds a candidate who has not yet signed or answered an offer that the deadline is coming, asks whether anything is holding them back, and makes signing one click away. Below are four templates: a friendly first nudge, a final expiry reminder, an hourly-hire version and a check-in for a candidate who went quiet.
When to send it: Send the first reminder about halfway to the offer deadline, or 24 hours after sending if the candidate has not opened the offer. Send a final reminder the morning of the deadline day.
Offer reminder email: 4 versions
Friendly first nudge
SubjectChecking in on your [Job Title] offer
Hi [First Name], I wanted to check in on the offer we sent on [Offer Sent Date] for the [Job Title] role. Have you had a chance to look it over? If you have questions about pay, benefits, the schedule or anything else in the letter, I'm glad to talk them through. Sometimes it helps to hear it from [Manager Name] directly, and I can set that up this week. Your offer is here whenever you're ready: [Offer Link]. The deadline is [Offer Deadline]. Thanks, [Your Name] [Title], [Company] [Phone Number]
Final reminder before expiry
SubjectYour [Job Title] offer expires [Offer Deadline]
Hi [First Name], A quick reminder that your offer for [Job Title] is open until [Offer Deadline]. After that, we'll need to move forward with other candidates for the [Start Date] start. If you'd like to accept, you can sign here in a couple of minutes: [Offer Link]. If something is holding you back, or you need a few more days, just tell me. I'd much rather hear about it today than have the offer lapse without a conversation. Best, [Your Name] [Title], [Company]
Hourly / high-volume hire
Subject[First Name], your spot in the [Class Start Date] class is waiting
Hi [First Name], We're holding a seat for you in our [Class Start Date] training class for [Job Title] at [Location]. To keep it, please sign your offer by [Offer Deadline]: [Offer Link] Pay: [Pay Rate] per hour Schedule: [Shift Days and Times] Need help signing or have a question about the schedule? Reply here or text [Text Number]. [Your Name] [Company] Recruiting Team
Candidate has gone quiet
SubjectStill interested in the [Job Title] role?
Hi [First Name], I haven't heard back since we sent your offer, so I wanted to reach out once more before the deadline on [Offer Deadline]. No pressure either way. If the timing is wrong, you've had another offer, or something in our offer isn't working for you, a one-line reply is completely fine and helps me plan. If you're still interested, I'm around today and tomorrow to talk: [Scheduling Link]. Thanks, [Your Name] [Title], [Company]
Subject line ideas
- Checking in on your [Job Title] offer
- Your offer expires [Offer Deadline]
- Any questions about your offer?
- Quick reminder: your offer letter is ready to sign
- [First Name], we're holding your spot
- Still interested in the [Job Title] role?
- One step left to join [Company]
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. Just a reminder your [Job Title] offer is ready to sign and open until [Offer Deadline]: [Offer Link]. Questions or need more time? Reply here. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Manager Name], [Offer Sent Date], [Offer Link], [Offer Deadline], [Start Date], [Class Start Date], [Location], [Pay Rate], [Shift Days and Times], [Scheduling Link], [Text Number], [Your Name], [Title], [Phone Number]
Why unsigned offers stall
When an offer sits unsigned, the cause is rarely forgetfulness. In practice it is one of five things: the candidate is waiting on another offer, they want more money but don't want to ask, they have a question they think is awkward (parking, schedule flexibility, start date around a vacation), a partner or family member has doubts, or the offer email landed in a spam folder. A good reminder is written to surface which one it is.
That is why every template above includes an explicit invitation to raise a concern or ask for more time. A candidate who tells you "I have another offer at 6% more" is a candidate you can still win. One who quietly lets the deadline pass is not.
Reminder timing and sequence
For a salaried offer with a five-business-day deadline, a sequence that works well:
- Day 0: offer call, then the job offer email the same day.
- Day 1: if the letter hasn't been opened, a short text asking them to check their inbox (and spam folder).
- Day 2 or 3: the friendly first nudge, ideally after a phone call attempt.
- Deadline morning: the final reminder.
For hourly roles with a fixed training class, compress it. Deadlines are often 24 to 48 hours, so send a text reminder about 12 hours after the offer and a final one roughly four hours before expiry. A 250-seat contact center filling a 30-person class every month might send 40 offers to land 30 starts; a two-touch reminder on unsigned offers is one of the cheapest ways to close that gap.
Stop after the final reminder. A third or fourth chase rarely changes the outcome and makes the company look desperate.
What to include and what to leave out
Keep the reminder short. The candidate already has the full offer, so restate only what helps them act: the role, the deadline as a specific date and time, and the signing link. For hourly offers, repeating pay and schedule is useful because those are the two things candidates compare across offers.
Leave out anything that reads as pressure: "many other candidates are interested" or "this is a very competitive offer." Those lines push undecided people toward the other employer. Also avoid reopening negotiation unprompted. If you want to signal flexibility, offer a conversation, not a number.
Make signing frictionless. Offers sent through e-signatures can be signed from a phone in under two minutes, and you can see whether the letter has been opened, which tells you which reminder to send. Tracking offer status in one place with your job offers workflow also stops two recruiters from chasing the same person.
Extending the deadline
If a candidate asks for more time, the decision usually depends on your start date. If the start date or training class can absorb a two- or three-day delay, say yes; extensions convert at a much higher rate than lapsed offers. If it can't, say so plainly and give the real reason ("the class starts Monday and we need to finalize headcount Thursday"). Always confirm the new deadline in writing.
Once they sign, reply the same day with an offer acceptance confirmation email so the momentum carries into onboarding.
Mistakes to avoid
- Vague deadlines like "end of week." Give a date, time and time zone.
- Only emailing. For hourly candidates especially, a text gets read far faster.
- Letting the offer lapse silently. If the deadline passes, send one last note confirming the offer has closed and inviting them to reapply later. It keeps the door open and gives you a clean record.
- Reminding someone who already declined by phone. Update the status before automated reminders go out.
- Changing the terms in a reminder. Any revised offer should come as a new letter, not a line in a nudge email.
Frequently asked questions
How do you follow up on a job offer that hasn't been signed?
Call first if you can, then send a short email that names the role, restates the deadline and links to the offer. Ask directly whether there are questions or concerns holding them back, and offer a call with the hiring manager.
When should I send an offer expiry reminder email?
Send one reminder roughly halfway to the deadline and a final one the morning the offer expires. For 24 to 48 hour hourly offers, send a text about 12 hours in and another a few hours before expiry.
How many times should you remind a candidate about a pending offer?
Two reminders is usually the right number, plus a closing note if the offer lapses. More than that rarely changes the decision and can damage the candidate's impression of the company.
What should a sign your offer letter reminder say?
The role, the exact deadline, a working signing link and an easy way to ask questions or request more time. Keep it under 100 words.
Should I extend an offer deadline if the candidate asks?
If your start date allows it, yes, and confirm the new deadline in writing. If the start date is fixed, explain the constraint honestly so the candidate can decide.
What if the candidate doesn't respond by the offer deadline?
Send a brief note confirming the offer has closed, thank them and invite them to stay in touch. Then release the seat or move to your next candidate.