You polished your resume and cover letter, applied for the job, aced the interview, got a job offer, and you decided to accept it. Now, it’s time to write an employment acceptance letter. An employment acceptance letter can help you start your employment on the right foot and with clear expectations, and reassure the company that they’ve made a good hiring decision.
In this article, you’ll see what an employment acceptance letter should contain and how to write one.
What is an Employment Acceptance Letter?
An employment acceptance letter, also known as a job acceptance letter or job offer acceptance letter, is a letter you write to accept a job offer. After you get an employment offer and you’ve decided to accept it, you can communicate the decision to your new employer with an employment acceptance letter.
How to Accept a Job Offer
When you get a job offer, don’t be in a rush to accept it. Take some time and carefully read the terms of employment before you decide to either accept, decline, or negotiate the terms as you desire.
If you decide to accept the job offer, communicate it in writing with an employment acceptance letter. Even if you have already verbally accepted the job offer, you should still submit an official employment acceptance letter. An employment acceptance letter allows you to express your gratitude about the job offer, clarify your terms of employment, and officially designate your start date.
How to Write a Job Acceptance Letter
Follow these steps to write a job acceptance letter:
1. Include the appropriate addresses
An employment acceptance letter is essentially a letter and you should address it properly. Even though your employer may already have your contact information, you should still include them in your letter. Also, make sure you address the letter to the appropriate party. The right person may be the hiring manager or your direct supervisor.
2. Express your gratitude for the offer
Say how grateful you are for the opportunity to pass through the interview process and be invited to work with the company. This is also the time to show your enthusiasm to take on the role and the accompanying responsibilities.
Why are you excited about working with the company? What are you most thrilled about in your new employment? Are you glad to work with a company whose mission statement aligns with your life’s goal? Or maybe you’re eager to take on responsibilities that will stretch you and push you to grow in your career. Go ahead and say it.
3. State and agree with the terms of employment
Summarize and list the terms you and the employer have agreed upon briefly. State that you accept the job and recap the compensation — salary, benefits, title, and paid time off — as you understand them.
If some things are not clear to you, can ask for further clarification before you accept the job. Also, if there are parts of the offer that you are not comfortable with and want to negotiate, do so before sending in your employment acceptance letter.
4. Indicate your start date
State the date you will be ready to start working. If you need a little more time before you can start, you can ask your employer to extend your start date.
5. Sign the letter
Close the acceptance letter with an official complimentary close, like “Sincerely” “Best Wishes” or “Best Regards”. Append your signature and write your name.
Sometimes, you could be at a loss on how to write your employment acceptance letter — the proper structure, what to include in it, what to leave out, and the right tone and expression. You can avoid the hassle and write your acceptance letter with confidence by using a template. Legal Templates can help you write a professional acceptance letter that ticks all the boxes in minutes.
Job Acceptance Letter Sample
Below is a standard job acceptance letter:
Tips for Writing a Job Acceptance Letter
Keep it brief
An employment acceptance letter is not a place to ramble on. Include the necessary information, but keep it concise.
Use the right format
An acceptance letter is a business letter, so it usually follows a format. Always include your contact information and phone number. Whether you will send it via email or mail, make sure your letter has the right structure.
Keep it professional
When writing an employment acceptance letter, you want to project yourself as a professional. This is not the time to be funny and try to crack jokes. Not everyone appreciates jokes, and your sense of humor may not be received well. Remember, you don’t know the addressee. Don’t give your employer a reason to question their decision to hire you.
Proofread and edit
Before you turn in your employment acceptance letter, take some time to read it over again, try to spot any grammar, punctuation, or spelling errors. Your acceptance letter is often your first written communication with your employer after they have decided to bring you on board. You don’t want to put them off with any writing errors. Double-check to ensure you spelled the company name and the name of the person offering you the job correctly.
How Long Do You Have to Accept a Job Offer?
Some hiring managers want to put you under pressure to accept their job offer as soon as possible. But sometimes, you need time to consider other factors before you can make an informed decision. It’s within your power to ask for a reasonable time to consider the job offer. A week is considered a reasonable time to make a decision.
Some job offers may ask you to respond within 2-3 working days. While you can ask for an extension, it’s professional to get back to the hiring manager within 24 hours whether or not you intend to accept the job. This way, you can maintain your candidacy while waiting to make your decision. However, if a job is your first choice and you’ve decided to go for it, there’s no need for delay.
Remember, a job offer is usually not binding. The aim is to provide successful applicants with enough information on the terms of their proposed employment so they can decide to accept or decline the job offer. A job only becomes yours when you have signed an employment contract.
You can start the ball rolling by writing a professional employment acceptance letter with our template.
