“Can you send the offer letter?”: how to say it politely
Why it can fall flat
“can you send the offer letter?”
The word “send” in “can you send the offer letter?” can read like an order, or like you assume everything is settled. Usually you just want the terms in writing so you can read them and decide.
Say this instead
- 01
Hi Aarti, I'm glad we agreed on the main points. Please email me the written offer so I can read through every detail before we speak again.
Recruiter / HR · Email
Warm and specific after a verbal offer, and it gives a reason for asking.
- 02
Hi Kerry, Shalini here. I'm happy with what we discussed. Would you email the written offer by Friday? I'd like to read it over the weekend.
Recruiter / HR · SMS
Fits a recruiter who already texts you, since the short deadline comes with a clear reason.
- 03
Before I make a decision, I'd like to see the current terms in writing, even as a draft. Salary, start date and notice period would be enough for now.
Recruiter / HR · Chat
Good while you're still negotiating, because it asks for a draft instead of a final letter.
- 04
Hi Rhiannon, I enjoyed our call yesterday and I'm keen on the role. Do you know when HR will send the written offer? I'd like to plan around my notice period.
Boss · Email
Helpful for a future manager when the letter is delayed, since it asks about timing without blaming anyone.
- 05
Hi Trevor, quick question: when should I expect the offer letter? A rough date would help me plan my resignation conversation.
Recruiter / HR · Chat
Suited to a verbal offer that is done, because it asks for a date rather than a favor.
- 06
Hi Neha, my move to the analytics team was approved last week. Could you send the transfer offer letter, or tell me what's still pending?
Coworker · Chat
Right for an internal transfer, where the colleague issuing the paperwork benefits from a status update.
- 07
Hi Luis, now that we've agreed on the new role and pay, I'd like to have it in writing. Please let me know who will issue the letter and roughly when.
Boss · Email
Friendly for an internal promotion, and it makes clear you want the agreement documented.
Examples
Hi Kavita, Thank you for walking me through the role and salary today. I'm happy with the direction. Please send the written offer by email, including the start date and benefits, so I can go through it before we speak on Thursday. Best wishes, Shalini Andersen
Hi Darnell, I have the verbal details from our call. Could you share them in writing, even as a draft, so I can start reviewing them today?
What to avoid
- Pushing for the final letter while you're still negotiating is premature, so ask for the current terms in writing instead.
- Sending the bare question with no greeting or context can come across as curt.
- Hinting that you have accepted just to speed things up can commit you before you mean to.
- Resigning from your current job before you have the final written offer in hand is a risk.
Rewrite your message
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