A job offer acceptance letter formally tells your future employer that you have accepted the job offered to you. Unless you state otherwise, acceptance of a job offer also amounts to accepting all the terms and conditions of the offer, such as salary, work timings and joining date. It is essential to have a basic understanding of how to accept a job offer and what to include in your acceptance letter. In this article, we discuss how to write a job offer acceptance letter and also present a template and sample letter to help you get started.
What is a job offer acceptance letter?
A job offer acceptance letter is the letter you write to confirm your acceptance of a job offer. After you successfully clear the selection process for a job, your new employer will send you an offer letter outlining the terms and conditions of your employment, including your job title, salary and joining date. The offer letter may also include a deadline and specific instructions on how to send your acceptance to the company. Your job offer acceptance letter should express gratitude and clearly state that you accept the offer.
How to write a job offer acceptance letter
Most employers add a job offer acceptance letter to employee record files for future reference. Writing a professional acceptance letter leaves a good impression on your employer and starts your new job on a positive note. Here are the essential steps involved in writing a good job offer acceptance letter:
1. Review your job offer
Review the job offer to understand the detailed terms and conditions of your employment. If the letter includes any specific instructions for accepting the offer, be sure to comply with them. If the HR manager or recruiter has briefed you about the process to be followed, keep that in mind while drafting your acceptance letter. Consult your recruiter if you need any help or clarification.
2. Add date at the top
It is essential to write the date on your acceptance letter irrespective of whether or not the offer is subject to a deadline. You can write the date either at the top or after your name and address. If you choose to write the date first, right align it so that it appears at the top right corner.
3. Include your name and address
Write your complete name and address along with your contact details. It will help the employer easily contact you without having to search through your file if they need any further information.
4. Include the recipient's name and address
You should also include the recipient's name, designation and official address in your acceptance letter. Make sure you address the letter to the right person as required by the offer letter. If there is nothing mentioned, you should address the letter to the sender of the offer letter.
5. Add a subject line
Add a subject line that clearly indicates that you are writing back to accept the offer. It can be something like ‘Accepting the job offer' followed by your name. If you are accepting an offer by replying to an email, you should retain the same subject line.
6. Add a salutation
Add an appropriate salutation for the recipient. You can keep it as simple as ‘Dear Sir/Madam'. Alternatively, you can address the recipient as ‘Mr./Ms.' followed by their last name.
7. Express gratitude for the offer
Use this opportunity to thank the recipient for selecting you for the given position. Expressing gratitude makes your letter sound courteous and also shows that you value your new employment.
8. Accept the offer and terms of employment
Make a formal statement of acceptance of the job offer. Consider listing some of the important terms of employment, such as salary, leave entitlement and start date, and agree to them as well.
9. Sign the letter
End the letter with a closing salutation like ‘Yours Sincerely' and affix your signature below it. Add your name in the next line immediately below the signature. In the case of an acceptance email, you can skip the signature and simply type your name.
10. Proofread and format the letter
Despite your best efforts, some errors may have crept in while drafting the letter. It is always better to proofread your draft to fix such issues. Reading aloud to yourself can be an effective technique to spot typos and readability issues. You should also format the letter professionally. Try using a simple font like Arial or Times New Roman.
11. Send the letter within the deadline
Send your acceptance well in time so as not to miss the deadline. If you are sending the letter through post or courier, make sure it reaches the recipient before the deadline. You may also want to confirm through phone or email that the company has received your letter.
Job offer acceptance letter template
Here is a job offer acceptance letter template to help you get started. Feel free to customise it to draft your own unique acceptance letter:
[Your Contact Details]
[Recipient's Office Address]
Subject: Job Offer Acceptance – [Your Name]
I am in receipt of your offer letter dt. [Date of the offer letter] bearing reference number [Reference number of the offer letter].
Thank you for giving me an opportunity to work in your esteemed organisation. I hereby formally accept the position of [Job title] with [Name of the company].As discussed in the HR round and mentioned in the offer letter, I also accept the offered annual CTC of Rs.[Amount].
As required by the offer letter, I shall report to work on [start date]. I am excited to start working in this new position and look forward to meeting the team. Feel free to contact me if you need any further information. I have mentioned my mobile number and email ID at the top for your ready reference.
Thank you again for trusting me with this position. I will give my 100% to add value to the team.
Job offer acceptance letter sample
You can write a job offer acceptance letter in several different styles. Here is a sample letter for your guidance:
318, AECS Layout, Brookefield
Bengaluru – 560037
4 January 2021
Human Resources Manager
RankFirst Digital Solutions Pvt. Ltd.
009, Village Road, Kundalahalli
Bengaluru – 560037
Subject: Job Offer Acceptance – Sumeet Kashyap
Dear Ms. Roy,
Thank you for offering me the position of SEO Manager in RankFirst Digital Solutions Pvt. Ltd. I hereby formally accept the offered position and the associated terms of employment listed in the offer letter. I understand that my annual CTC would be Rs.6,58,400/- and my joining date would be 25 January 2021.
I look forward to joining your company and meeting the team on the 25th of this month. Let me know if there are any additional formalities to be completed from my end before the joining date. Feel free to contact me should you require any further information. You can reach me on my mobile at +91-XXXXXXXXXX or on email at firstname.lastname@example.org.*
*Thank you again for this amazing opportunity. I believe I will be able to add value to your organisation.
Job offer acceptance letter sample for negotiating conditions
If you can not accept the offer in the present form and want to renegotiate any of the terms of employment, you should clearly mention it in your acceptance letter. Since a conditional acceptance letter jeopardises your chances of getting the job, you should renegotiate a condition only when it is very important to you. Express your gratitude for the offer and let the employer know that you are interested in accepting the offer. Here is a sample acceptance letter for negotiating a term of employment:
T. Nageshwar Rao
H.No. 15-41, MIG, KPHB Colony,
Kukatpally, Hyderabad – 500072
6 January 2021
Human Resources Manager
Swadeshi AppTech Pvt. Ltd.
5th Floor, Quadrant 2, Cyber Towers, HITEC City
Hyderabad – 500081
Subject: Job Offer Acceptance – T. Nageshwar Rao
I am delighted to get a job offer for the position of Senior App Developer in your company Swadeshi AppTech Pvt. Ltd. I have been looking forward to working in your esteemed organisation for some time.*
As per the offer letter, my joining date is 18 January 2021, and I will be entitled to leaves only after completing three months of service. In this regard, I would like to state that I can start work from 18 January but I will need to take a week off to attend my brother's marriage in my hometown on 29 January. Alternatively, if you prefer, I can join work from 3 February 2021.
*I formally accept all other terms of employment listed in the offer document. I will call you tomorrow to fix an appointment to discuss my joining date and leave entitlement.
I thank you from the bottom of my heart for sending this amazing offer. I look forward to seeing you and joining your company at the earliest. Please contact me on my mobile at +91-XXXXXXXXXX or email at email@example.com if you require any more information.*
T. Nageshwar Rao