Job Acceptance Letter Guide
Nice! You’ve nailed the interview and have officially been offered the job.
This is a significant achievement and an exciting step in your career. Congratulations! Now, all that’s left is to officially accept the job offer.
“But… how do I do that?”
No problem, let us explain:
After receiving an offer, it’s good practice to write a job offer acceptance letter. This is an official document that you send to the hiring manager/HR to formally accept the position. It not only communicates your intentions but also shows professionalism, gratitude, and enthusiasm for your new role. (All good things)!
In this guide, we will discuss how to write an effective acceptance letter and provide some templates and examples to get you started. (And there will be a handy download at the end of the article so you can keep the templates for future use).
What is a Job Acceptance Letter?
So, what exactly is this important acceptance letter? Well, a job acceptance letter, also known as an employment acceptance letter, is your formal way of saying yes to a job offer. It covers some key points and information that are good for you to confirm with the hiring manager and provides them with an idea of what to expect. It is also nice for them to know, so that they don’t have to continue looking for potential candidates.
To begin your letter, first confirm the details of your employment, such as the:
- start date,
- job title,
- salary,
- and any other agreed-upon terms (such as benefits).
Putting these details in writing ensures both you and your employer are on the same page regarding your new role.
An acceptance letter is also an opportunity to thank your new employer for the job offer. Showing appreciation can leave a lasting positive impression, setting the tone for your working relationship. Additionally, an acceptance letter or email helps initiate the onboarding process; by confirming the offer, your new employer can prepare for your arrival and include you in any necessary pre-employment activities such as sending you policies, having you sign benefit forms, retrieving banking information, etc.
How to Write an Acceptance Letter
A job acceptance letter doesn’t need to be long or complicated, but it should include a few main components and key information. Here are some things to keep in mind when writing your letter:
1. Express Gratitude:
Begin your job acceptance letter by expressing gratitude and thanking the hiring manager for the opportunity! This shows your appreciation for the offer and sets a positive tone for your future employment.
For additional help with this, KES has an article on “Communication Skills and Your Resume”.
2. Formally Accept the Job:
State your acceptance of the offered position and official job title. If there are details you want to negotiate, address them clearly and respectfully, indicating that your acceptance of the role depends on reaching a mutual agreement. (If you want to learn more about negotiating a job offer, consider reading through KES’s article “How to Navigate Job Offers”).
3. Review Key Details:
Briefly mention the details of your employment in your job acceptance letter. This includes your starting date, salary, job title, and any other relevant terms. Writing them down helps ensure both you and your employer are on the same page, avoiding any misunderstandings later.
4. Express Excitement and Address Next Steps:
Convey your enthusiasm for starting your new job and ask about the next steps in the onboarding process. This shows your eagerness to begin and helps you prepare for your new role by giving you the opportunity to start early.
5. Proofread Carefully:
Once you’ve finished writing your acceptance letter, ensure it’s professional, error-free, and properly formatted. Careful proofreading helps make a good impression and avoids any confusion; and don’t forget to double-check the spelling of your hiring manager’s name and the details of your start date! If you want a quick bit of help for checking for grammar and spelling mistakes, QuillBot provides a great, free, online checker where you can copy and paste your text, or even upload a Word document or PDF file.
Acceptance Letter Templates
Using a template is a great way to start writing your job acceptance letter. Below we have a couple of different ones that you are more than welcome to use! But remember, a template is just a starting point, so it’s important to tailor the letter to suit your situation. (And don’t worry, these templates will be available for you to download in the Resources section at the end of this article).
Template 1: Letter of Acceptance Without Negotiations
(If sending an email include): Subject line: Acceptance of [Job Title] Position at [Company]
Dear [Hiring Manager’s Name],
I am writing to confirm my acceptance of the position of [Job Title] at [Company Name]. Thank you for this exciting opportunity! I am looking forward to joining your team and contributing to [Company’s Specific Project or Goal].
As we discussed, I will start on [Start Date] with a salary of [Salary]. Please let me know if there is anything you need from me to start the onboarding process.
Thank you once again for this opportunity. I look forward to working with you and the rest of the team!
Sincerely,
[Your Name]
[Your Contact Information]
Template 2: Letter of Acceptance With Negotiations
(If sending an email include): Subject line: [Job Title] Position at [Company]
Dear [Hiring Manager’s Name],
I am writing to express my gratitude for offering me the position of [Job Title] at [Company Name]. I can’t wait to get started and look forward to contributing my skills to your team!
Before finalizing, I would like to discuss a few details regarding the offer:
– Salary: Given my experience and industry standards, I would like to request a salary of [Proposed Salary]. I am open to negotiating this figure.
– Start Date: I am available to start on [Proposed Start Date], which is [Amount of Time Earlier/Later] than initially discussed.
– Hybrid Model: I would like to confirm working from home [Amount of Days] a week as initially mentioned.
Please let me know a convenient time to discuss these details, as I am sure we can reach a mutual agreement. I’m very excited about this opportunity and joining the team at [Company Name].
Thank you again for this opportunity. I look forward to working with you.
Sincerely,
[Your Name]
[Your Contact Information]
Letter of Acceptance Examples
Looking at examples of other acceptance letters can be useful when writing your own. Below are two examples of acceptance letters for different situations! We hope that this gives you an idea of how you can use the above templates to suit your needs.
Example 1: Letter of Acceptance Without Negotiations
Subject line: Acceptance of Customer Success Associate Position at Brighter Group
Dear John Doe,
I am writing to confirm my acceptance of the position of Customer Success Associate at ABC Group and want to express my excitement for this wonderful opportunity.
I look forward to becoming a part of the ABC team and channeling my passion for helping people into ensuring our customers have an exceptional experience with our products and services. I am incredibly excited about collaborating with such a dynamic group and making a positive impact.
As discussed, I will start on July 20th with a salary of $46,000 per year and 20 paid personal leave days. Please let me know if there are any additional steps I need to take before my start date.
Thank you once again for this opportunity. I look forward to working with you and the rest of the team!
Sincerely,
Jane Deer
Example 2: Letter of Acceptance With Negotiations
Subject line: Customer Success Associate Position at Brighter Group
Dear John Doe,
I am writing to express my gratitude for offering me the position of Customer Success Associate at ABC Group. I’m excited to bring my passion for working with people to the ABC team, ensuring a high level of customer service.
Before finalizing, I would like to discuss a few details regarding the job offer:
– Salary: Considering my previous experience in customer service, I would like to request a salary adjustment to $50,000.
– Start Date: We originally discussed the role commencing on July 20th. If possible, I would prefer a start date of July 27th to ensure a smoother transition from my current role.
– Remote Work: I would like to confirm the possibility of working remotely two days a week, as initially mentioned during our discussions.
Please let me know a time that suits you best to further discuss these details! I am available tomorrow (the 12th), and on Friday the 14th, anytime between 9:00am-Noon.
Thank you once again for this opportunity. I look forward to working with you and the rest of the team.
Sincerely,
Jane Deer
FAQs
Do I need to write a formal acceptance letter?
In most cases, it’s best to send a formal acceptance letter when accepting a job offer. However, some jobs, like casual roles in hospitality or retail, may not require one (although it’s still a great practice opportunity). A good way to gauge whether an acceptance letter is appropriate is whether your job offer was provided in written form via a mailed letter or a professional email. You can also ask the hiring manager if they prefer or require an acceptance letter for their HR pieces.
How do I send a job acceptance letter?
An acceptance letter can be, but does not need to be, a traditional letter; sending your acceptance in the body of an email is common practice and is perfectly fine. Try to send your acceptance email from the email that you would primarily be using with the company for all personal documents and finance purposes.
How can I write a strong acceptance letter that makes a good impression?
A strong acceptance letter should include all the important details of your employment conditions (as outlined above) and convey gratitude. Start by keeping your tone friendly, polite and professional, and make sure to proofread carefully. Expressing your excitement for the new role and asking about the next steps is a great way to convey interest, and to encourage your new employer to begin the onboarding process.
Can I use the templates above for writing a job acceptance letter?
Yes, you can most certainly use a template when writing your job acceptance letter. Templates like the ones above can be a great starting point! However, ensure that you update your letter to be specific to the job offer and your own personal information; and include any additional details that are directly relevant to the job offer itself.
Do I need to mention the salary or start date in my acceptance letter?
Yes, an acceptance letter is the perfect place to confirm the details of your salary and start date. This ensures both you and your employer are on the same page, avoiding any potential misunderstandings around your new role. If you haven’t confirmed your start date yet, you can use this opportunity to do so and discuss any necessary arrangements from there.
Remember, a job acceptance letter is the perfect opportunity to express your gratitude and ensure that you and your new employer agree on the details before they start drawing up your employment contract! A clear, respectful, and thoughtful acceptance letter can help show your professionalism and foster a positive relationship with your new employer from day one.
Additional resources for writing a job acceptance letter.
Resume Genius offers comprehensive advice on resumes, cover letters, and provides additional resources. In their article, they cover their 7 steps for writing a professional acceptance letter.
Kootenay Employment Services has a collection of articles on various career advice topics. Plus, you can download the above acceptance letter templates in the form of an editable Word document!
Indeed provides a detailed guide (with a video) on writing job acceptance letters, complete with templates and examples. The advice is practical and easy to follow, ensuring you cover all necessary components.
Monster’s article offers tips on writing job acceptance emails; they detail what to include, how to format your letter, and examples to get you started.
