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What Is an Acceptance Letter?

An acceptance letter is a formal document where you accept an employer’s job offer. It confirms that you accept the terms of the employment, like salary and benefits, start date, and any other conditions you and the employer agree on.

Although they’re less common in today’s modern work environment, acceptance letters are still a great way to show professionalism and appreciation. They may be required or highly encouraged in more traditional industries like finance, law, etc.

An acceptance letter also benefits job seekers who want to keep a record of their entire job application process. It also allows you to have crucial employment conditions like salary and negotiated benefits in written record, ensuring there are no surprises or misunderstandings when the employer drafts up a contract.

When Should You Send an Acceptance Letter?

If you want to or are required to send an acceptance letter for a job, you should typically do it after receiving either a verbal or written job offer. This exchange occurs after you’ve submitted your job application documents and have gone through the final rounds of interviews.

Don’t wait too long after the job offer to send out an application letter as this can seem in bad taste. However, that doesn’t mean you should feel pressured to accept the job and their terms immediately. Feel free to accept or decline a job within one week of receiving a job offer, and use the acceptance letter to communicate any terms you wish to negotiate. 

The negotiation process usually happens in person or via email with the human resources department, but mentioning any topics you wish to discuss in your acceptance letter is perfectly acceptable.

What To Do Before You Say Yes To a Job Offer

Accepting a job is a big decision that will impact your daily life, finances, and even social life. Therefore, before you accept a job offer, take the time to complete the following steps:

1Research the company to avoid scams.

Before you consent to an employment contract with a company, do your due diligence by researching the company to ensure they’re a trustworthy employer. Green flags that give a company credibility are frequent and regular activity on their social media channels and LinkedIn, verifiable employees/leadership, positive reviews on Glassdoor and Trustpilot, and good word of mouth.

Ask colleagues, friends and family if they’ve heard about the company, go to government websites and check out their business registration and licensing, analyze their official website for any potential red flags. There’s no such thing as doing too much, especially with today’s increase in job scams.

2Compare how the offer aligns with industry standards.

A little known secret is that the first salary offer you receive is almost never the highest number in the range the company can go, and employers go in expecting some sort of negotiation.

If you feel like the salary doesn’t meet your expectations, first compare it to the job market average for someone in your role and experience level. If the number the company offers you falls below the average, you can go in with those facts to negotiate for a higher pay.

3If a contract is attached, read the fine print meticulously.

If the job offer comes with a contract, this is your chance to verify every detail to ensure it’s fair and fulfills your requirements. Remember that a contract exists to protect and satisfy both parts of the agreement, meaning you and the employer. Although you may not always get every single thing that you want, a compromise between both parties is beyond reasonable.

A few things to keep in mind as you analyze the contract:

  • Start date
  • Probationary period
  • Type of employment (contract, full time)
  • Type of work (remote, hybrid, in-office)
  • Health benefits (medical and dental)
  • 401K or other retirement savings plan (will the company match, and how much?)
  • Additional benefits (bonuses, car allowance, phone, or internet reimbursement)

These are just a few of the most common items employers and job seekers negotiate. However, it never hurts to have a lawyer or human resources friend to look it over for any red flags.

4Ask for clarification if any doubt arises.

Don’t feel pressured to say “yes” to a job offer when you still have lingering questions. Whether it’s about salary, benefits, role expectations, reporting structure, or anything that feels vague or inconsistent, it’s completely fair (and smart) to ask for clarification before signing on.

Reaching out shows that you’re thoughtful and thorough, not difficult. It also gives the employer a chance to demonstrate transparency and solid communication, which can be telling of how they’ll operate once you’re on the team. Remember, accepting a job is a two-way commitment, and you deserve to go in with confidence and clarity.

Your Guide To Writing a Polished Job Acceptance Letter

Once you’ve reviewed the job offer and are ready to accept or negotiate the terms, the next step is to formally respond in writing. A well-written job acceptance letter helps set the tone for your working relationship and confirms important details in writing.

Here’s how to structure it:

Start strong with a clean header and format.

Start with a professional business letter format. Include your contact information at the top, followed by the date, and then the employer’s name, title, company, and address.

Use a clean, readable font like Arial or Times New Roman, keep margins at about 1 inch, and maintain single spacing between lines. Even if you’re sending this by email, keeping a polished format shows professionalism.

Always address the recipient by name.

Direct your letter to the person who extended the offer, usually your new manager, a recruiter, or someone from HR. Use their full name and appropriate title (e.g., “Dear Ms. Carter,”). If you’re unsure who to address it to, it’s okay to politely ask for clarification.

Getting the salutation right shows attention to detail and ensures your letter lands in the right hands.

You can find more ways to address your letter appropriately depending on the recipient’s title in our article How to Address a Cover Letter.

Set the tone with gratitude and enthusiasm.

Open your letter with a brief thank you and express genuine enthusiasm about the offer. Mention the specific role you’re accepting to eliminate any confusion.

Here’s an easy template you can use for your acceptance letter introduction:

“I’m thrilled to formally accept the offer for the [Job Title] position at [Company Name]. Thank you for the opportunity. I’m excited to join the team and contribute to the company’s success.”

Confirm the details or negotiate in your letter’s body.

In the next paragraph, you can either confirm the terms of the offer or respectfully negotiate any remaining details.

If accepting as is, briefly restate the key terms: your start date, salary, and any benefits or conditions already discussed. This helps avoid misunderstandings later.

If you’re negotiating, express appreciation and then clearly outline the terms you’d like to revisit, such as salary, remote work flexibility, or vacation days. Always maintain a respectful and collaborative tone.

Example: 

“I understand my start date will be [Date], with an annual salary of [$XX,XXX], and that I will be eligible for the company’s benefits program after 30 days of employment.”

Finalize with a closing paragraph and sign off.

Wrap up your letter by reiterating your excitement about the role and your commitment to contributing to the team. Invite them to contact you if they need anything else to finalize the process.

End with a professional sign-off like the ones below, and include your name.

  • “Sincerely,”
  • “Best regards,”
  • “Warmly,”

Job Acceptance Letter Example

Write My Letter

Additional Tips for Writing a Professional Acceptance Letter

Now that you’ve understood the core sections of your acceptance letter, follow these steps to fine tune your document and seal the deal professionally.

  • Keep a professional language and tone.

    Keep your language professional, polite, and confident. Even if the work environment is casual, your acceptance letter is still a formal document. Avoid slang and overly casual phrasing. Express appreciation and enthusiasm without being over-the-top.

    Aim for clarity and positivity. Use action verbs and direct sentences to show that you’re organized and serious about the role.

  • Proofread.

    Before you hit send, read your letter out loud and check for grammar and spelling errors. A typo in your acceptance letter could unintentionally create a bad first impression.

    If possible, step away from the letter for a bit and review it later with fresh eyes or have a trusted copyeditor friend read it over. Double-check the recipient’s name and job title to make sure they’re correct.

  • Include additional documents correctly.

    If the company has requested any supporting documents, like signed contracts, tax forms, or identification, be sure to attach them with your letter. Clearly reference any attachments in the body of your email so nothing gets overlooked.

    Example:

    “Attached are my signed offer letter and completed onboarding forms, as requested.”

    Sending everything at once shows you’re thorough, organized, and ready to hit the ground running.

FAQ

How long should my job acceptance letter be?

Your job acceptance letter should be concise, one page max, and ideally shorter. Aim for three brief paragraphs that cover the essentials: a polite greeting, a review of the terms accepted and a professional sign-off. 

Can I use a template to write my acceptance letter?

Of course. Using a template can take the guesswork out of writing an acceptance letter, so you sound professional and your content is error-free. Feel free to use the acceptance letter example in this article and tweak it with your unique details.

Is it better to accept a job offer by phone or in writing?

It’s often best to accept a job offer verbally first, especially if the employer calls you with the offer. However, feel free to follow up in writing. A formal email or letter serves as documentation and helps clarify the terms of your agreement. Even if you’ve already said “yes” on the phone, the written version seals the deal.

What if I accept and then change my mind?

It’s best to be absolutely sure before accepting a job offer. Nonetheless, if another company reaches out with a better offer or something unexpected prevents you from working, write a formal letter briefly and politely explaining your reason for backing out. You can find more tips in our article on How to Decline a Job Offer.

*The names and logos of the companies referred to above are all trademarks of their respective holders. Unless specifically stated otherwise, such references are not intended to imply any affiliation or association with JobHero.