You’ve just been accepted for a position you’ve worked hard and studied for. In order to make the best impression possible, always accept the position using a properly formatted, formal and professionally written job acceptance letter. This letter can be sent by post, or by email. By composing this letter, you are expressing your gratitude as well as reinforcing your positive character traits.
Whether you are offered employment over the phone, email or in person, one should always compose and send the letter.
How to Write Job Offer Acceptance Letter
Never miss an opportunity to show your employer what you offer the company. Composing a formal job offer acceptance letter is a chance to show your prospective employer that you value professionalism and are committed to being your best for the company. When writing the letter, remember to keep the overall tone positive.
Necessary Elements of a Job Acceptance Letter
- Contact information and Date – The first thing on the document is your contact information so it is easy to view and easy for the employer to access if needed. Information to include is your full first and last name, mailing address, telephone number(s) and email. Below your contact information, please include the date the letter was composed.
- Subject – The subject tells the recipient what the topic of the letter is. Simply type RE: followed by the subject. For instance, for the job acceptance letter, just type, “RE: Job Acceptance”.
- Inside Address – This follows the subject and refers to the individual and company that offered you the position. Use the individuals full first and last name, and department of known. Next comes the business address. Name of business, street address, city state and zip. As this refers to the individual who offered you the position, please take great care to get the information correct.
- Salutation – This is the greeting. Use the individuals name and title, such as “Dear Mr. Hollingsworth:” Remember to use the colon, not comma. If you know the individuals name, you are to use it, and never use a vague or general greeting. General greetings to avoid include “To Whom it May Concern”, or “Dear Sir or Madam”.
- Body Text – This is where you accept your job offer. First and foremost, begin by thanking the individual who actually hired you. When you thank your employer, use the official job title and company name. For example, “Thank you for offering me the position of Personal Assistant with Connelly Company.”
- Terms, Conditions, Position, Salary, and Benefits – Take this time to reinforce the terms of employment. This is an important part of the letter, as it works to eliminate any possible misunderstandings immediately. items include: Benefits, expected daily start and end time, starting date, and agreed upon salary. “As we discussed during the interview, my salary will be $50.000 per year…”
- Conclusion – The final part of your job acceptance letter involves reinforcing the preceding statements. This is where you repeat your gratitude, and what you will contribute to the company. You may also include a brief sentence containing contact information, such as your phone or email as a courtesy to them, in case they need to contact you about something specific.
- Closing – The closing is used to formally conclude the letter. Familiar closings include: Sincerely, Best regards, Respectfully, and Sincerely yours. Remember to only capitalize the first word of the closing.
- Signature area – After the closing, space down 4 single spaces. The lines spaces give you room for your hand-written signature. On the next line, type your full name.
Sample Job Offer Acceptance Letter Format
It’s time to sit down and begin to compose your letter. The job acceptance letter is composed using Block Format, where all the elements are aligned to the left, with no indentations. Block letter format is the preferred business letter format for job acceptance letters, as it is the most professional.
We’ve included a template of sorts below to get you started, simply insert your data in between the brackets . To ensure that you follow the format, we’ve also included line spaces. Remember, even though you’ve won the position, it’s wise to use this letter as an opportunity to reinforce your character and make an excellent impression on your new employer. Be consistent with the format, keep the tone professional and be specific regarding important terms such as salary, benefits and start date.
[Your mailing address]
[Your city, state and zip]
[Your email address, and or phone number]
[Recipient’s full name]
[Recipient’s job title]
[Company street address]
[Company city, state and zip]
I am very pleased to accept the position as [Job Position] with [Company Name]. I am grateful for this opportunity and look forward to my role in the company and working with the team. I understand that my start date is [Start Date], annual salary will be [Insert Salary], with benefits beginning [Benefits Date].
If there are any further questions or concerns regarding this issue, please feel free to contact me. I truly appreciate your confidence in my performance and skills, and how they can benefit the company. I look forward to working with you.
[Sign Your Name]
There you go, a basic example of a job acceptance letter. Your own letter may differ considerably, depending on any additional terms and conditions or training schedules involved. However, the point is to keep it precise, short, and specific. Please remember to refrain from using emoticons and other social media inserts such as, lol.
If you are replying via email, the instructions are similar. Keep the tone professional, watch out for errors in grammar, spelling and punctuation. You may omit the senders address and recipients address. Instead, place your name and topic in the subject line of the email, so your employer immediately recognizes it. for example, Jane Doe: Job Acceptance Letter.
Job Offer and Thank You Letter Samples & Templates
Thank You Letter After Job Acceptance
This is what we’ve been going over above. The job acceptance letter is your response to being offered the job. If you decide to take the job, then it is important to accept the offer graciously, with tact and appreciation. This letter should be formatted using Block Letter Style, short and to the point.
Sample Thank You Letter to Boss for Job Opportunity
Sample of a Job Acceptance Letter
We know it’s hard to get started writing the perfect letter, so we’ve included a quick sample, or template for you to follow. Done in Block Format, with proper spacing between elements, simply follow along, inserting your personal information within the brackets. As always, keep in mind the text of your letter may vary significantly, depending on the position you have accepted.
Employment Acceptance Letter
Job Offer Acceptance Letter with Conditions
in the job letter, please make certain that you restate any terms and/or conditions for employment here. This is important as it can eliminate any misunderstandings immediately. Restate important dates such as start dates and benefit dates. Also, state the salary offered to you. If any training is required before start date, mention that as well.
Job Acceptance Letter from Employer
The letter is sent to the individual by the company. Typically, it is the hiring manager who notifies the individual that they have been hired. This letter will include a formal job offer, that states the job description, benefits, salary, start date, among other information.
The Importance of Proofreading Your Letter
Your letter is finally completed, so you can sit back and rest, right? Wrong. Once the letter is finished, you must spend a few moments proofreading and editing your letter. Nothing will put doubt into the mind of a future employer than an inconsistent job acceptance letter with bad spelling, grammar, punctuation and incorrect formatting. If you do not feel competent enough to thoroughly examine your letter, you may give it to another to proofread, send it to a professional, or simply use one of the many online grammar checkers available.
When you proofread, make sure that you go beyond grammar, spelling and punctuation, but also check for the following common mistakes.
- Unprofessional tone
- Incorrectly identifying the hiring manager or company
- Not restating the job specifics, such as salary, position, start date, benefits and compensation.
Finally, whether you send your letter by post or email, we recommend that you keep several copies for your own records. You may probably never need them, but should a dispute arise over salary, or if a new hiring manager takes over, having a copy of the job acceptance letter can come in useful.
As you can see, composing a professional job offer acceptance letter involves many elements. Each of these elements are designed to make you shine, so use this letter wisely to reinforce the positive aspects of your character. Remember to keep it brief, specific and to the point: A concise business letter including only the necessary information. Mention how grateful you are for the opportunity, and what you can offer the company. Restate specifics such as start date, benefits, and salary. Finally, proofread the letter, made important edits and send it off, remembering to keep a copy for your records. By following our short guide, you’ll be able to compose your own job offer acceptance letter in no time!