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Acceptance offer letter
May 21, 2019 Anniversary Wishes 1 comment

While you can informally accept the job offer during the conversation, you can definitely do the informal acceptance with a quick e-mail or letter.

Have you made it to the end of your job hunt and received an offer? Congratulations! Receiving a job offer can be the most wonderful feeling in the world. You’ve worked hard perfecting your job application and interview and now you are receiving the ultimate result: a job offer.

But before you rush to your new workplace, you have to formally accept the job offer. In this guide, we’ll explain how to acknowledge and accept the job offer in style and on time.

You’ll get both verbal and written examples to help you through the process.

BUT BEFORE YOU SAY ‘YES’…

Wait a moment – you are probably over the moon to be offered a job but you need to take a second before you accept. You don’t want to immediately yell ‘yes’ and head down to the office. Accepting a job is always a decision that requires a bit of thought and composure.

So, take a moment to think the job is exactly what you want. Naturally, you should think about this during your job application process. However, you’ve now been talking with the organization and you’ve gotten a better idea at what it would be like to work there. Do you still think it’s the right choice?

It’s not unheard of to get second thoughts after a job interview, for instance. Perhaps the organization didn’t seem quite as exciting as you thought. The job-hunting process also takes time and another opportunity might have come your way. There are many reasons you might not feel like accepting the offer and you do need to take your time to ensure you are making the right decision.

There is no harm in asking for a bit of time to consider the offer. You don’t have to accept or decline right away. If you are unsure, you can thank the employer for the opportunity and ask some time to think the offer through. For instance, you can ask if you can think it over the weekend or get back to the employer the next week. It’s important that when you do accept the job offer, you are fully aware of what you are signing up to.

Now, if you have any questions regarding the offer, you definitely want to ask them before you accept. You should always receive a written job offer and it’s important to read this through thoroughly and to understand what it means. The job offer would address things like:

  • The salary
  • The work hours and holidays
  • Other benefits

Before you officially accept the offer, you must understand the different clauses – including any possible trial period. You can go through the offer with the HR department and even check with an independent employment lawyer if you’re unsure what things mean.

Remember that negotiating any issues, such as the salary, must take place prior to you officially accepting the job offer. Don’t accept the employer just stating you that you can increase your salary later, for example.

The employer is under no legal requirement to do this if it doesn’t state so in the original job offer or the job contract – so clear any issues prior to accepting the job. If you do want to discuss anything in the job offer, make an appointment (even if just a phone conference). It’s much better to actually talk about these things rather than keep sending e-mails back and forth.

As you can see, accepting a job offer shouldn’t be an automatic response. You need to take a moment to go through with the issues to ensure you are making the right decision.

So, thank for the opportunity straight away but ask for a bit of extra time to think if you need it. Go through the official offer carefully and only accept the offer officially when you are aware of the terms and conditions and you’re OK with them.

ACKNOWLEDGING THE JOB OFFER VERBALLY

Now, in most instances, your first acknowledgement of the job offer will be verbal. The majority of HR and recruitment departments will call the candidate and offer the job – if this happens, then you should take the following steps:

  • Be appreciating and thank for the offer. Your first response should be to thank the employer and the person calling for this opportunity. Be grateful that you just were offered a job out of hundreds of candidates – you did it and they are giving you an opportunity to shine!
  • Ask about the next steps and inform if you need more time. You then want to inform the caller you would like to think about the offer and you’d like to know if this is possible. It’s better to ask them to give you a timeline for accepting the offer rather than just stating you’ll let them know in X amount of days. So, ask what the next steps are and when you can expect to:
    • Receive the formal job offer in writing.
    • Respond to the job offer (informally and formally).

If you are already willing to informally accept the job offer (on the condition of going through the written offer), you can also ask a bit about the schedule to start the job. You can ask when you’re expected to start and whether there are any specific things you need to do prior to this date (filing paperwork, taking an induction course, etc.)

You, essentially, want to establish a timeline to follow. When will you receive the official offer and contract, when do you need to accept (formally and informally), and what do you need to do prior to starting in your new role are all things you want to clarify and clear.

You might also receive the informal job offer in writing – perhaps via e-mail. It’s important and courteous to call to the person to thank about the job offer. You can follow the above two steps during the phone call.

Here are some example things you could say when acknowledging the job offer verbally:

“Thank you for the job offer. I’m honoured to be considered for the (Title of the role).”
“I look forward to receiving the offer in writing.”
“I would like to go over the written offer. When would you want me to get back to you?”
“Could you confirm me when I need to respond formally to the request, as I would like to go over it in time.”
“If you need anything from me at this time, don’t hesitate to contact me.”
“I’ll go over the offer over the weekend and I will call you on Monday.”

ACKNOWLEDGING THE JOB OFFER WITH AN E-MAIL/LETTER

Following this first verbal conversation, you want to acknowledge the job offer in writing too. While you can informally accept the job offer during the conversation, you can definitely do the informal acceptance with a quick e-mail or letter. In fact, it’s a good idea to first have the phone conversation and then to follow it up with a written statement.

When acknowledging your job offer with e-mail or a note, you might go down two routes:

  • When you are just acknowledging the offer first:
    • You thank for the opportunity and state how excited you are about the job offer.
    • You then ask about the process and inform the employer that you’d like some time to think about the offer. This is, essentially, asking about the next steps (similar to above conversation).
  • You send the note after the call and you informally accept the offer:
    • You thank again for the opportunity and the information you received during the phone call.
    • You state your intention of accepting the offer.
    • You ask for any clarification you might still need.

Here are examples of both those e-mails/letters:

The first is for when you’ve already had a discussion over the phone and you want to ask for more time regarding the offer:

 

Dear (Hiring Manager’s name),

Many thanks for the call on Monday to offer me the role of (title of the role). I’m thrilled to be offered this role.

Could you provide me with details on when you would require the confirmation of my acceptance? I would like to (reason for needing time) prior to accepting. You can call me anytime this week at (number) or you can e-mail me.

Once again, thank you for the opportunity and I look forward to moving the conversation onwards.

Best wishes,
(Your name)

 

If you are responding to the job offer first with a note (you haven’t actually called anyone yet), you could follow this format:

 

Dear (Hiring Manager’s name),

Many thanks for the job offer I received for the position of (title of the role) on Monday. I’m honoured to be offered the role and would like to inquire about the next steps.

When would you need confirmation of my acceptance? I would like to (reason for needing time) prior to accepting the offer. I could give you a call on Thursday to discuss how to move things forward.

Once again, I’m thrilled for the consideration and I’d like to thank you for the offer. I look forward to talking to you later.

Best wishes,
(Your name)

 

Finally, if you are already willing to state your interest informally (and you’ve discussed initially over the phone), you could write something like:

 

Dear (Hiring Manager’s name),

I wanted to thank you once again for the lovely conversation on Monday. I’m excited to have been offered the role of (title of the role) at (the name of the organisation).

I’m waiting for the written job offer to arrive as you mentioned and I’ll be sending you my formal acceptance letter once I go over the details. If there is anything you’d like me to do before this, please let me know.

I look forward to progressing with this soon.

Best wishes,
(Your name)

 

ACCEPT THE JOB OFFER FORMALLY IN WRITING

Finally, it’s time to make it official. You want to accept the job offer formally and this should always happen in writing. You can either send a letter via post or write an e-mail. The right method would probably have come clear during the conversations you had previously (when you asked about the next steps).

When you are ready to accept the offer, you need to take compose a letter that covers the following points:

  • Thank for the opportunity. It’s a lot of thanking but you are offered a monthly salary (hopefully!) and a dream job – so, go ahead and thank one more time.
  • Show enthusiasm for the role. State how excited you are about accepting the role. You can talk a bit about what you are looking forward to most and how you can’t wait to get started with a specific aspect of the job.
  • Mention the key terms of employment. Go through the key dates on your job offer to ensure you have it all written down in more than one statement. This includes mentioning things such as:
    • The salary
    • Other important benefits
    • The proposed start date

You don’t have to go through each claim but these major aspects are definitely worth mentioning.

  • Remind the employer if you negotiated any special conditions. If part of the negotiating process, you agreed on special conditions you also want to mention them in the e-mail/letter. Perhaps you agreed you’ll only start part-time at the start or that you need take a week off during the first three months and so on. Remind the employer about these conditions to ensure everything is good to go.
    If the employer did agree on a special condition such as these, you should also thank them for doing so. For instance, if they agreed with you going on your holiday, then you definitely want to acknowledge how much you appreciate it.

With the above information in mind, your official job offer e-mail could look something like this:

 

Dear (Hiring Manager’s name),

Many thanks for offering the role of (title of the role) and your help throughout the process. I would be delighted to accept the role of (title of the role) within (the company) – with a starting salary of (the amount) and (holiday benefit/another important point). As discussed, I will also be (special condition negotiated, if any).

I can start on (agreed start date) and would love to come meet the team before. If this were possible, I would love to know a suitable date.

I have sent a signed acceptance letter in the post and it should reach the office by (expected date of arrival).

If there is anything else you need from me, don’t hesitate to ask. Otherwise, I look forward to joining the team on (start date again).

Best wishes,
(Your name)

 

If you are sending an official letter in the post, you can use the following template:

 

Hiring Manager’s Name
Employer’s Name
Employer’s Address

Your Name
Address
Phone Number
E-mail

The Date

 

Dear (Hiring Manager’s name),

Following our recent conversation, I am writing you to accept the offer of (title of the role) with (company name). I would like to thank you once again for offering me this role.

As discussed, my starting salary will be (amount) with (benefit/holiday). I will also be (other condition worth mentioning). Thank you for accepting my request for (any special conditions you’ve negotiated).

I look forward to starting in my new role on (start date). If you need anything else prior to this time, please feel free to contact me.

Thank you again for the opportunity and I look forward to speaking with you soon.

Best wishes,
(Your name)

 

Once you’ve sent the official e-mail/letter, you want to follow it up with a call. You can either wait for a day to ensure they have time to read the e-mail or give them a call to say the letter is in the post. You definitely want an acknowledgement from the employer that they’ve received the e-mail/letter – soon you’d bee working in your new job!

ACCEPTING THE JOB OFFER IN STYLE – THE BOTTOM LINE

The most important thing is to take your time and to not rush your response. Be sure you understand what you are being offered and whether it is what you like. If it’s not, then negotiate things such as salary or holidays before formally accepting the job offer. You don’t want to take too long and it’s important to show enthusiasm and respect to your employer. Even if you decline the offer, do so respectfully.

When receiving a job offer, always acknowledge it verbally as well as with a written note or e-mail. When you are ready to accept the offer, write a letter using the tips above. Stay active and engaged – good luck to your new role, you did it!

Sample acceptance letter: This sample is in hard copy format. If this were sent as email, your signature block would appear below your name at the end, and of.

How to accept a job offer

acceptance offer letter

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Congratulations! You’ve made it through the interview process and you’ve received a job offer. This is no small feat and calls for a celebration. While you may be anxious to secure the offer and move forward into your exciting new opportunity, take time to make sure you have all your questions answered on exactly how to accept a job offer. There are a few steps you can take during the job acceptance process to ensure there is no confusion on either end and you are getting everything you expect out of the offer.
 

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The job offer process

During the offer process, there are a few standard steps you can expect, including an offer notification, verbal or initial offer and final offer. Wait times between your last interview and offer conversations vary, but following up if you haven’t heard back in three business days is acceptable unless they’ve given you a timeline for next steps.

The first (often more informal) offer will likely come in the form of a phone call or email. After the first conversation, you should receive a formal communication containing your official offer. If the offer looks good as-is, you’ll move into the acceptance communications. If not, use this time to negotiate. Let’s take a closer look at each phase.
 

The informal offer notification overview

Initially, you might get an informal notification from the recruiter that you should be expecting an offer. This communication often comes in the form of a supposition, meaning they will prompt you to tell them what exactly you need from them to accept an offer. An example might sound like this: “Suppose we offer you the position. What do you need from us to accept the offer as soon as possible?” Keep in mind that this is not consistent across all employers, as each will vary in communication type, style and timeframe.

First, express your appreciation. Then, be prepared to discuss items like salary, benefits, bonuses, working hours and any other needs you may have in the new job. After you discuss, you should get additional details from the employer on when and how you can expect to receive an official offer.
 

The official offer phase overview

After your initial informal conversations, you should get an official offer from the employer. If the offer comes in the form of a phone call, ask them to send a written document for you to review as well.

It is crucial that you get all the details of their offer in writing both to make the offer official and to fully understand their expectations of your role, pay, start date and benefits. For example, it might be part of a written offer that you will be expected to pay for your work phone. This is something you can bring attention to or negotiate with the employer.
 

How to respond to a job offer

After you’ve received the official offer, its time to figure out exactly how to respond to the job offer. Express your appreciation and ask for a timeframe for when they’ll need your response. This can be simple, like, “Thank you for the offer, I’m looking forward to reviewing the terms. When do you need a response?”

While being respectful of the employer’s time, it is perfectly acceptable to take one to two business days to make sure you fully understand the offer. If they ask you to respond immediately, ask politely if you can have 24 hours to review the terms. Though it is a top priority for the employer to get the deal closed as soon as possible, you should dedicate some time to ensure you’re getting everything you need.

At this point, remember that anything you say is not binding. It is acceptable for either party to change the offer as you are having these conversations. You can back out at any time, even if you’ve informally accepted the job.
 

How to negotiate a job offer

Negotiating items in the offer terms is a common part of the acceptance process. If they offer up details about salary or benefits in the initial, more informal portion of the offer process, use that time to negotiate before they’ve drafted your formal offer letter.

If you’re seeing the details of your offer for the first time in the official job offer letter and have decided there are one or more changes you’d like to request, contact the employer to set up a time to talk as opposed to simply sending a counter offer letter. You can keep this simple and professional, like the following:

“I’ve reviewed the offer and I would like to discuss the details more carefully. When can we set up a time to speak?”

Coming into this conversion, be prepared with exactly what you want changed in the offer. If you want to negotiate your salary, provide a range that begins with the number you’d like. For example, if you’ve researched salaries and determined that $75,000 is reasonable compensation for your experience level and job title in this metro area, you could give the range of $75,000–$80,000. Offering a number 2–5% higher gives you a better chance at a salary you’re comfortable with.

If you’re unsure about what salary is appropriate to ask for the position you’re applying to, visit Indeed Salaries to review salaries for the company or for this job title in your area.

When the employer comes back with their decision, don’t opt for another negotiation. If they’ve agreed to your request(s) and you are comfortable with the new terms, express your appreciation and intent to sign the offer as soon as possible. If they decline, politely thank them for considering and reflect on whether or not the offer is acceptable as-is.

Related: How to Decline a Job Offer (Email Examples)

 

Accepting a job offer

Follow these steps when accepting a job offer:

  1. Start by setting expectations
  2. It’s always best to be timely in your response to the job offer. Be sure to send a note upon receiving the offer stating the steps you are taking and when they can expect a reply. 


  3. Carefully review the offer
  4. Ensure you review all aspects of the offer and consider how each section relates to your current role or any competing offers you may have. If available, have a mentor, friend or family member review as well. It’s always helpful to have a second opinion on a decision this important.

  5. Decide how you will respond
  6. If the employer sent you an official offer email, it is acceptable to send your acceptance back in an email reply. If they sent you a physical offer letter, consider sending one back. If you do opt for a physical mail, you may consider also sending the same message via email to ensure they see it in a timely manner.

  7. Begin drafting a reply
  8. After you’ve carefully reviewed the offer terms and are ready to accept, begin drafting your reply. If you’re wondering how to begin your response, look at communications from the employer and follow the same tone.

    In your acceptance, start by expressing your gratitude for the opportunity and restating the final offer details as you understand them. This can include your expected title, a summary of the salary and benefits you’ve agreed to and expected start date. Then, clearly explain that you officially accept the company’s offer of employment. Conclude with well wishes and any questions you have ahead of your start date. If you’re sending a job acceptance email, make the subject line clear and easy to find, like “Job Offer Acceptance – Shay Garcia”.

  9. Proofread your response
  10. Be sure to review your response several times in order to spot any errors. It’s always helpful to again enlist a friend or mentor to help in the process. If you are accepting via phone or in person, be sure to practice your response and prepare for any questions or further negotiations.

 

Job acceptance letter sample

Here’s an example of a job acceptance letter or email:

Dear Mindy,

I appreciate your call and for accommodating my request for a written offer. I’m writing to formally accept your offer for the Finance Associate position at River Tech.

As discussed, my starting salary will be $55,400 per year with three weeks paid vacation. I understand that my health, dental and vision plans will begin upon start date with the option of a flexible spending account.

I look forward to joining the team next Monday, July 20th. If there are any documents or other information I should come prepared with on my first day, please let me know. My sincerest appreciation again for the opportunity—I can’t wait to get started!

Thanks again,
Shay

The communications back and forth from offer to acceptance can be confusing, so if you have any questions along the way, ask the employer during the offer phase. They want to ensure you are clear on the offer and accept as soon as possible, so they will be eager to answer any questions you may have.
 

Final job acceptance steps and tips

After you’ve finalized the deal, next steps include tying up loose ends with your former employer and preparing for your first day.

Before you put in your two weeks notice (or another timeframe per your company’s policy), make sure you’ve done all of the following:

  • Formally accepted the written offer letter with confirmed start date
  • Signed any documents from the new employer that make your offer official
  • Cleared any final steps like reference conversations or background checks

Your new employer should be eager to help you however they can, so don’t hesitate to reach out and ask about the status of any of these things. A simple question like, “Is there anything I should wait for or complete before informing my current employer of my planned departure?” should get you the information you need.

After you’ve informed your current employer of your resignation, begin to prepare for your first day. Though you will likely receive communications from your employer about how to prepare for your first day, here are a few things to consider as you start your new job:

  • Onboarding paperwork you need to complete before start date
  • Orientation details
  • Items you should come prepared with

Finally, if you found your job on Indeed, share your story by posting on gotajob.indeed.com. Congratulations!

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WATCH THE VIDEO ON THEME: THINGS NO ONE TELLS YOU ABOUT ACCEPTING A JOB OFFER // TGIPF
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Accepting your offer

acceptance offer letter

Accepting a job offer ethically obligates you to:

  • Keep your word. See ethical issues related to accepting an offer.
  • Cease job search efforts.
    • If you are registered on Hokies4Hire, notify us at [email protected] that you are employed. Give your name and PID in your email.
    • If you have accepted a co-op or internship position, email your co-op / internship advisor.
  • Promptly notify other employers who have communicated to you that you are under consideration that you must withdraw your name from their consideration. Failing to notify employers that you are withdrawing from the job search is discourteous, and potentially dishonest. It's essentially leaving the employer with a misperception that you are still interested in the job.
  • First means of notice: a courteous phone call. Make every effort to speak to your contact in person rather than leaving a voice mail message for this purpose.
  • Follow up your phone call in writing. If you need help, start with the sample below. Use email or hard copy depending on the pattern and mode of communication you have had with the employer. Hard copy is more formal.

Sample acceptance letter:

This sample is in hard copy format. If this were sent as email, your signature block would appear below your name at the end, and of course there is no handwritten signature on email. Additionally, no date is necessary since email sending creates a date and time record.

1234 College Road
Blacksburg, VA 24060
(540) 555-0000
[email protected]

March 1, 20xx

Mr. Johnathon P. Summers
Summers Fruit Company
1678 Plantation Road
Atlanta, GA 46201

Dear Mr. Summers:

Thank you for your offer of employment as a horticultural associate at your Fruitville, Florida, site. As we discussed on the phone this morning, I am delighted to accept your offer and look forward to beginning work with Summers Fruit Company.

As instructed, I have reviewed and signed the enclosed letter confirming my understanding of the salary and benefits, start date, and other terms of employment. I look forward to seeking housing before my start date on August 1st. In the meantime, please let me know if I can provide you with any information, and I will contact you if I have questions.

Again, thank you for offering me this exciting opportunity. I am very enthused about beginning my career with you after graduation.

Sincerely,

(your signature)

Jason Banyon

Sample withdrawal letter:

This sample is in hard copy format. If this were sent as email, your signature block would appear below your name at the end, and of course there is no handwritten signature on email. Additionally, no date is necessary since email sending creates a date and time record.

1234 College Road
Blacksburg, VA 24060
(540) 555-0000
[email protected]

March 1, 20XX

Ms. Vera L. Clark
Green Magazine
1515 New York Ave., N.W.
Washington, DC 20006

Dear Ms. Clark:

I want to express my sincerest appreciation to you for including me in the interview process as you seek candidates for your magazine’s editorial assistant position. I have enjoyed meeting with the members of your staff and I know you have an outstanding operation.

As I explained when we spoke this morning, I respectfully withdraw from consideration for your position. I have decided to accept another employment offer which I believe very closely matches my current skills and career goals.

My best wishes to you and the staff of Green Magazine. I hope we will have the chance to visit at the upcoming Magazine Writers’ Conference. Thank you again for the opportunity to explore career possibilities with your office and the courtesies extended to me by so many of your staff.

Sincerely,

(your signature)

Joy Collins

Swinburne sends successful applicants a Letter of Offer which outlines the course or courses they are eligible to study. To accept your offer to.

Accepting a Job Offer

acceptance offer letter

BridgewaterUKApr 18, 2018

Congratulations, you’ve received a job offer! Now all you have to do is accept it and then you can look forward to starting with your new employer.

If you’re unsure about what you should include in your job offer acceptance email, take a look at our tips.

Your acceptance email should include the following

  1. You should thank the employer for their offer and cite the full job title
  2. State that you are happy to accept their offer
  3. Confirm the key terms and conditions of your employment – for example, salary, benefits and start date
  4. Highlight your enthusiasm for the opportunity and that you’re looking forward to joining the business

Template for a good job offer acceptance email

Subject: YOUR NAME – JOB OFFER ACCEPTANCE

Dear NAME (this should be the person who offered you the position)

Thank you for offering me the position of JOB TITLE with COMPANY NAME. I am pleased to accept this offer and look forward to starting my employment on START DATE.

As discussed, my starting salary will be SALARY and ENTER ADDITIONAL BENEFITS.

Thank you again for offering me this fantastic opportunity. I am looking forward to joining your team and making a positive contribution to the company.

If there is any further information or paperwork you need me to complete, please let me know and I will arrange it as soon as possible.

Kind Regards,

YOUR NAME

Top tips for writing your job offer acceptance email

  1. Keep your email short and sweet. While you want to ensure you include key information there is no need to go overboard with a super-long email. Your new employer is likely to be very busy, so they’ll want to see information that is clear and concise.
  2. Express your gratitude. You must have showcased your enthusiasm for the company and opportunity during your interview so keep that up in your acceptance email. Keep it brief, but at the same time highlight any particular elements that you are looking forward to.
  3. Proofread and proofread again. You don’t want your first correspondence with your new employer to contain any mistakes or grammatical errors. This will only make you look unprofessional and suggests that you lack attention to detail. So, check and double-check the email yourself and ask a friend or family member to do the same.

Bringing it all together

Accepting your job offer in a professional manner gets your employment off on the right foot and confirms that you were the right person for the job. Ensure that it is well-written and mistake-free in order to leave a great impression on your soon-to-be new employer.

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WATCH THE VIDEO ON THEME: Received a Job Offer? Six Steps to Respond

If you have documents to return, a printed letter in a professional tone should accompany them, but if you're accepting a job offer made on the.

acceptance offer letter
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