How To Write a Job Acceptance Letter

FT Contributor  | 

After the preparation, the application, and the interview process, you’ve finally landed a job! Once a company decides they want to bring you on as an employee, they may call you or email you a job offer. The only thing left to do is accept.

After you have received a formal copy of the job details that outline your vacation days, annual pay, and any additional benefits, it’s time to prepare a formal letter of acceptance. This can be a physical, professional letter that is mailed or faxed, or simply an email.

Sending a job acceptance letter offers a wealth of benefits, including the opportunity to negotiate your pay, vacation days, and ask any follow-up questions to make sure you and your boss are on the same page. Below, we detail what every job acceptance letter should include and how you can craft a professional job acceptance letter.

Thank the Employer

It’s important to thank your new employer for the opportunity. Not only is thanking them the polite thing to do, but it also shows your willingness to work and your enthusiasm for the company. When writing a job acceptance letter, it’s ideal to tailor the message so the letter doesn’t look like a copy-and-paste job. For example, talk about a specific aspect of the job you’re excited about, or use the employer’s name to convey that you’ve personalized the message. Doing so will start you off on the right foot.

Write a Formal Acceptance

Technically, a job acceptance letter is not a contract, but it’s a close second. As such, you should be very clear that you are accepting the job offer. This allows the human resources department to start on your new employment paperwork. It also gives the office administrator time to get your office space, desk, and any other equipment you may need to set up. This will ensure that your first day goes as smoothly as possible.

Confirm the Details of the Job

A job acceptance letter also gives you a chance to confirm everything regarding your job that was discussed previously during the interview process. Address details like your start date, work hours, pay, and vacation time. Summarize as much of the job offer as you can just to make sure you and your new manager are clear about your duties and responsibilities.

This section should address the following details of your job so that you can be concurrent with your new employer and there are no surprises when you start:

  1. Start date.
  2. Position.
  3. Salary.
  4. Duties of the role.
  5. Required training, if applicable.

Ask Any Follow-up Questions

Your acceptance letter is a good time to ask any follow-up questions you might have. They can be anything from specific questions about your role, what your benefits package will look like, when you are eligible to receive benefits, or even inquiries about the company’s culture.

Interviews can be a stressful time, making it easy to forget important questions like this. Similarly, you may feel uncomfortable asking about these topics during the interview. Your acceptance letter is an opportunity to ensure you feel totally comfortable with your new employer.

Job Acceptance Letter Tips

There are a few things to go over before sending your letter, whether you’re sending it via email or snail-mail. Before you send your job acceptance letter to your new employer, be sure to check for the following:

  1. Edit for spelling errors and check for grammar: Incorrect spelling or grammar can appear lazy to a new employer.
  2. Ensure you used the correct names: Also check that they are addressed properly (Mr., Mrs., Ms.).
  3. Keep it brief: This letter isn’t to convince the company to hire you, but to ensure you’re aligned with the details of your new role.
  4. Make sure your tone is professional: Avoid being too casual when accepting your new role, as this can be off-putting to employers.
  5. Touch on all of the important specifics of your role: This includes your direct supervisor, pay, position, and start date.

Sample Job Acceptance Letter

Below, you’ll find a sample job acceptance letter you may send to your employer. Simply copy and paste into your email or word document and edit the details accordingly.

[Your Name.]
[Your Address.]
[Your Phone Number.]
[Your Email.]

[Date.]

[Name of Manager.]
[Manager Title.]
[Company.]
[Company Address.]

Dear [Name of Manager],

I am very pleased to accept the position of [Name of Position] with [Company]. Thank you again for this opportunity. I am eager to make a positive contribution to the company and excited to work with everyone on the team.

As we discussed, my starting salary will be [Salary Amount]. Additionally, I understand that [Benefits] will be provided after [Term of Employment].

I look forward to starting employment on [Date]. If there is any additional information or paperwork you need prior to then, please let me know.

Again, thank you very much.

Sincerely,
[Your Name.]

Remember to keep your job acceptance letter professional, clear, and concise. Follow these tips to ensure you get all of the information you need and to gain a thorough understanding of your new role.


Image Source: https://depositphotos.com/

This post was updated December 2, 2019. It was originally published December 2, 2019.