If you have decided to take on a job that’s been offered to you then make sure to write a job offer acceptance letter to a new employer in order to confirm your acceptance. Apart from the acknowledgment, take this letter as an opportunity to outlines essential details such as job title, start date, and terms of employment, etc. Never leave an opportunity to make a good impression, writing job offer acceptance letter shows your positive attitude and exceptional business etiquette.
Every working person must understand the importance of writing a job offer acceptance letter and learn how to write it effectively. In this post, we have covered important information related to job acceptance letter and provided FREE letter & email samples.
Make Sure to Write a Job Acceptance Letter
A job acceptance letter is a part of the hiring process. We often do the mistake of taking it as a formality, in fact it’s more than just a formality. Here are some of the reasons why you should consider writing a job acceptance letter,
- This letter provides a written a formal confirmation that the candidate has accepted the job offer and ready to work.
- This letter ensures that both employee and employer are on the same page when it comes to job position, salary, working hours, start date, and other agreed terms.
- A well written job acceptance letter shows how professional an employee is, this letter set the tone for a good relationship with company.
- This letter could serve as an evidence of mutual agreement in case if there are any disputes.
Take a job acceptance letter as an opportunity to show your professionalism and gratitude towards a company. If you are considering to write this letter then do check out the sample letters in this page.
Download Sample Job Offer Acceptance Letter
Elements of a Job Acceptance Letter
In order to understand the job acceptance letter in details, you must understand what’s included in it. Below are some of the essential components:
- Start a letter with “Contact Information” i.e. write down your contact details, followed by the employer’s contact information. You can include your name, address, phone number, email address, date, hiring manager’s name, company name, company address, etc.
- Write down “Subject Line“. It’s important to have a subject line so the recipient can understand what this letter is.
- Make sure to use the correct Greeting/Salutation. Address the hiring manager or recruiter by name, using a formal salutation i.e. Dear [Hiring Manager’s Name],
- Always start the body of letter by expressing your Gratitude. Start by thanking the employer for the opportunity.
- Next, Confirm Job Details and write them again in order to avoid any misunderstandings. You can mention the job start date, salary/benefits, etc.
- If there any terms and conditions then make sure to Acknowledge them. Mention if you’ve had any agreements related to employment terms, probation period, benefits, etc.
- End the letter by expressing your excitement about joining the company and contributing to its success.
- Make sure to conclude the letter by thanking an employer for the incredible opportunity and offer to provide any additional information if needed:
- For a printed letter, leave space for your signature and type your full name below it. For an email, simply type your name.
So these are some of the elements of a job acceptance letter. If you have not written such a letter then check out the sample letters here and download one for your use. The utilization of the sample letters has made the process of formal letter writing a lot easier and smooth.
How Should I Send It – As a Physical Letter or an Email
Both the methods are acceptable, you can choose to send a job acceptnace letter as Physical Letter or an Email as per your own convenience.
If you are confused on what to do then take company’s preferences and communication style into consideration.
When to Send an Email:
- If a company has been communicating with you via email then consider sending this letter via email.
- Modern companies are using email as a primary mode of communication
- Send this letter via email if the hiring manager or HR specifically requested an email response.
- Sending a letter via email is a fast paced way of communicating and you may expect a quick response.
When to Send a Physical Letter:
- Consider sending a physical letter if the is in a formal or high-level executive position.
- Many companies still follow traditional business practices, so send a letter to such companies.
- This letter with signatures could be used for record purposes, if that’s the case then you need to send a physical letter.
- The company requires signed physical documentation for record-keeping.
Here are a Few Quick Tips for Writing a Job Acceptance Letter
- Make sure to send the job acceptance letter within a few days of receiving the offer
- Do not unnecessarily complicate it, instead keep it simple, concise, and to the point.
- This letter will be read by an employer or hiring manager so keep it formal and professional.
- Make sure to cross check the details such as salary and start date to ensure they are accurate.
- Proofread the letter once before sending it. Get rid of any spelling or grammatical errors.
Writing a job acceptance letter is no rocket science. You can write it easily once you understand the format and the ways of writing.
Conclusion
Writing a job acceptance letter shows your professionalism and excitement to start working for the new role. This letter is more than just a formality, take it as an opportunity to leave a good impression on a hiring manager. Through this letter, you can do a lot of things such as acknowledge the offer professionally, expressing gratitude, and confirming key employment details, etc. You may choose to send a job acceptance letter as a physical letter or an email as per your convenience.