A job offer acceptance email formally conveys your acceptance of the job to the employer. It expresses your gratitude and ensures that you are clear about the terms and conditions of the offer. Writing a job offer acceptance email involves reviewing the offer, drafting your response and signing it. In this article, we explain how to write an impressive offer letter acceptance email and what to include in it.
What is an offer letter acceptance email?
An offer letter acceptance email is a formal email that you send to your future employer to communicate your acceptance of the job. After your final job interview, if the employer decides to move ahead with your selection, they first let you know through an informal email or phone call. Next follows the HR round, in which you negotiate your salary, joining date and other terms and conditions of employment.
On successful conclusion of the HR round, the employer sends you an offer letter, which officially communicates their willingness to hire you for the given position. This offer letter usually includes the job title, start date, role and responsibilities, compensation structure and other terms and benefits of the position.
When you receive an offer letter and make up your mind to join the new organisation, you should communicate your decision to the employer. The email through which you convey your decision to accept the job offered to you is called an offer letter acceptance email. This email often becomes a part of your employee records, so your employer may organise it with other official documents related to you for future reference.
When to write an offer letter acceptance email
Unless the offer letter specifically asks you to do so, it is usually not mandatory to send an offer letter acceptance email. However, it is advisable to send one, since it can create a positive impression on your new employer. It also lets the employer know that you have reviewed the terms of the offer and accepted them.
Sometimes, you may want to negotiate the joining date or some component of the pay package before accepting the offer. In such cases, you should ask the employer to send a revised offer letter before sending your final acceptance.
What to include in an offer letter acceptance email
You should cover the following aspects in your offer letter acceptance email:
- Your enthusiasm to join the company
- The full job title of the position
- Thanks to the employer for giving you an opportunity to serve the company
- A formal statement that you accept the offer
- A confirmation that you will be reporting to work on the stated joining date
- Any other details the employer asks you to in the offer letter
How to write an offer letter acceptance email
Use the following steps to write a professional job acceptance email to impress your employer:
1. Review your job offer
Read your job offer carefully. If you have more than one offer with you, compare them and decide which one you would like to accept. Consider all aspects of the offer such as shift timings, pay package, paid leaves, whether it involves travel and so on. If required, discuss it with your family or take a second opinion on your conclusion.
If your job offer has a deadline for acceptance, be sure to respond before it expires. It is always better to respond as early as possible. If you think it would take you some time to review the offer (for example, if you are on a vacation or are down with fever), be sure to inform the employer.
2. Start drafting your email
Once you have decided to accept the offer, make a note of the specific requirements outlined in the offer letter. Keep these requirements in mind while drafting your acceptance email. Ensure that your response is clear and concise and includes all the essential details. Use professional and polite language.
3. Write a concise subject line
If you have received your job offer through email, you can reply to the same email to convey your acceptance. You should not edit the subject line in such cases. However, if you are writing an email in response to an offer letter received on paper, draft a clear subject line that lets the employer know at a glance what the email is about. It can be something like [Job Title] – Job Offer Acceptance – [Your Name].
4. Address your email to the right person
If your offer letter names a specific person to contact, address your email to that person. In all other cases, you should address the person who signed the cover letter, which is usually someone from the HR department. If your offer letter does not include a cover letter or the name of the contact person, you should address your email to the person signing the offer letter.
5. Express gratitude
Thank the employer for offering you the job. Express your enthusiasm for taking up the new role. You can also include a sentence or two about why you are excited about this opportunity, for instance, if the position gives you a chance to give back to the community or allows you to use the skills you have developed over a period of time.
6. Make a formal statement of acceptance
Include a formal statement that you accept the offered position and agree to the terms of employment listed in the offer letter. Be sure to include the job title in your statement. You can also make specific mention of some of the important terms like compensation and start date.
7. Conclude and sign
Conclude your email with well wishes and a closing salutation, such as ‘Yours sincerely' or ‘Best regards.' Add your complete name immediately below that. Your name will serve the purpose of a signature in an email. You should also include your contact details like mobile number and email in the end.
8. Format your email
Format your email to give it a professional look. You can use bold and italic text to format your email. However, avoid using colourful fonts, since that can make it look informal and unprofessional.
9. Proofread it
Read aloud the draft to yourself. Fix the typos, grammatical errors and readability issues you come across. Double-check the name of the person being addressed, job title, joining date and other details for any potential errors.
Job acceptance email template
Here is a simple template you can follow for drafting your job acceptance email:
Subject line: [Job Title] – Job Offer Acceptance – [Your Name]
Dear [Name of the recipient],
[Sentence referring to the offer letter]
[Sentence thanking the employer for offering you the job]
[Formal statement of acceptance]
[Confirmation of start date, salary and other terms]
[Your mobile number]
Job acceptance email sample
You can write a job acceptance email in your own unique style as long as you stick to the commonly accepted format of a professional email. Here is a sample email to help you get started:
'Subject line: Marketing Communications Manager – Job Offer Acceptance – Anil Verma
Dear Shri Anirudh Prasad Ji,
This is with reference to your job offer letter dated 15 September 2020. I appreciate your offering me the position of Marketing Communications Manager in your reputed organisation. I am extremely delighted to accept this offer and look forward to joining the company on 5 October 2020.
As mentioned in the offer letter, my CTC will be Rs. 6,95,400/- per year. I understand that the company will cover the cost of my family health insurance plan and annual family vacation.
Feel free to reach me on +91-XXXXXXXXXX or email@example.com should you require any additional information.
Thank you again for giving me the opportunity to be a part of your team.
Tips for writing a good offer acceptance email
Here are some useful tips for writing an impressive offer acceptance email:
- Use formal and professional language.
- Keep the email brief and concise.
- Express your gratitude towards the employer for offering you the job.
- Demonstrate your commitment and excitement for the job to reassure the employer that they made the right decision in hiring you.
What to do after accepting a job offer
There are several things to take care of after you accept a job offer. Here are some of the important ones:
- Complete your onboarding paperwork and other formalities before the start date.
- Organise your educational certificates, salary slips and other documents required for onboarding.
- Cooperate with your hiring manager for reference and background checks.
- Notify your current employer and resign from your current job.
- Serve your notice period.
- Facilitate handover and help your current employer with the transition process.
- Stay in touch with your new hiring manager.