How to write a job acceptance letter
You’ve aced the interview stage and have officially been offered the job. This is a big achievement and an exciting step in your career. Congratulations! Now all you have to do is officially accept the job offer.
After receiving an offer, it’s good practice to write a job offer acceptance letter. This is an official document you send to the hiring manager or recruiter where you formally accept the position. It not only lets the hiring manager know your intentions, but shows professionalism, gratitude and enthusiasm for your new position.
In this article, we look at how to write a good acceptance letter and provide some templates and examples to get you started.
What is a job acceptance letter?
A job acceptance letter, also known as an employment acceptance letter, is your formal way of saying yes to a job offer. It’s an important document that covers a few points.
In your acceptance letter, confirm the details of your employment, such as the start date, job title, salary and any other agreed-upon terms. Putting these details down in writing ensures both you and your employer are on the same page when it comes to 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. An acceptance letter or email also helps start the onboarding process. By confirming the offer, your new employer can prepare for your arrival and include you in any necessary pre-employment activities.
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. Here are some things to keep in mind when writing your letter.
Express gratitude
Begin your job acceptance letter by expressing gratitude and thanking the hiring manager for the opportunity. This shows your appreciation and sets a positive tone for your future employment.
Formally accept the job
If you are happy to confirm the role without any changes to the agreement, go ahead and state your acceptance of the offered position and title. If there are details you want to negotiate, address them clearly and respectfully, indicating that your acceptance of the role is dependent on reaching a mutual agreement.
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 agreed-upon terms that might be relevant. Putting them in writing helps ensure both you and your employer are on the same page, avoiding any misunderstandings down the track.
Express excitement and briefly address next steps
In your acceptance letter, take the time to 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 also helps you prepare for your new role.
Proofread carefully
Once you’ve finished writing your acceptance letter, take a moment to ensure it’s professional, error-free and properly formatted. Careful proofreading helps make a good impression and avoids any confusion. Double-check things like the spelling of your hiring manager's name and the details of your start date.
Acceptance letter templates
Using a template is a great way to start the process of writing your acceptance of offer letter reply. Remember: a template is just a starting point, so it’s important to tailor the letter to suit your situation.
Template 1: Letter of acceptance without negotiations
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 look 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 are is anything you need from me to start onboarding.
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
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 finalising, I would like to discuss a few details regarding the offer:
Salary: given my experience and the industry standards, I would like to request a salary of [proposed salary]. I am open to negotiating on 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 find 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 it comes to writing a thank you letter for a job offer. Below are two examples of acceptance letters for different situations.
Example 1: Letter of acceptance without negotiations
Subject line: Acceptance of customer success associate position at Brighter Group
Dear Eliza,
I am writing to confirm my acceptance of the position of customer success associate at Brighter Group and express my excitement for this wonderful opportunity.
I look forward to becoming a part of the Brighter team and channelling 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 20th July with a salary of $64,000 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,
Alex Garner
Example 2: Letter of acceptance with negotiations
Subject line: Customer success associate position at Brighter Group
Dear Eliza,
I am writing to express my gratitude for offering me the position of customer success associate at Brighter Group. I’m excited to bring my passion for working with people to the Brighter team, ensuring a high level of customer service.
Before finalising, 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 $68,000.
Start date: we originally discussed the role commencing on 20th July. If possible, I would prefer a start date of 27th July to ensure a smooth 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.
Thank you once again for this opportunity. I look forward to working with you and the rest of the team.
Sincerely,
Alex Garner
When you write your acceptance letter, make sure to include the components covered in this article. 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 and thoughtful acceptance letter can help show your professionalism and foster a positive relationship with your new employer from day one.
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. A good way to gauge whether an acceptance letter is appropriate is whether your job offer was provided in written form. You can also ask the hiring manager if they prefer an acceptance letter.
What exactly is an acceptance letter and what does it include?
An acceptance letter is a formal document confirming that you accept a job offer. It’s an opportunity for you to express gratitude for the offer. It includes important information like job details (start date, job title and salary) and also allows you to approach the topic of negotiations if necessary. It does not need to be a traditional letter; sending your acceptance in the body of an email is normal practice.
How can I write a strong acceptance letter that makes a good impression?
A strong acceptance letter should include all the most important details of your employment conditions (as outlined above) and convey gratitude. Start by keeping your tone polite and professional, and make sure to proofread carefully. Express your excitement for the new role and ask about the next steps.
Is there a template I can use for writing a job acceptance letter?
Yes, you can use a template when writing your job acceptance letter. Templates like the ones in the above article 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.
Can you show me an example of a well-written acceptance letter?
You can find two examples of well-written job acceptance letters in this article, under the section ‘Letter of acceptance examples’. These samples include a straightforward acceptance letter and another example that involves some negotiations, in case you need to discuss a few details before starting.
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.
What if I’m excited but need to negotiate something – how do I handle that in the letter?
It’s perfectly normal to negotiate details of your employment in your job acceptance letter. Remember to start by expressing your enthusiasm for the position, then politely mention the specific detail you’d like to discuss, such as salary, start date, or paid leave. For example, “I’m thrilled to join the team! However, I’d like to discuss the proposed salary before finalising my acceptance.”
Is there anything else I should include in my acceptance letter besides the basics?
You don’t need to worry about including additional information in your acceptance letter, unless there is something specific required. Simply focus on personalising your acceptance letter and making it specific to your situation.
