34+ Sample Acceptance Letters

What Is an Acceptance Letter?

We define an acceptance letter as a type of letter used to respond positively toward an offer or invite. It’s a common instrument used by both employers and new hires to communicate the terms of their relationship clearly and concisely. What’s great about having it on paper is that it eliminates or reduces the possibility of a misunderstanding from either party. While it may not act as a substitute for a contract between the two, it can come in handy when trying to resolve a legal dispute.

But contrary to what many might believe, acceptance letters aren’t only for a formal purpose, as they can also serve an informal intention. Its tone and content will depend on what you’re writing the letter for and who you are addressing it to. Admission acceptance letters, promotion acceptance letters, and internship acceptance letters are some examples of acceptance letters written for a formal purpose, while wedding acceptance letters fall under the informal category.

Why Do You Need an Acceptance Letter?

Before we get into it, let’s make one thing clear: no one is forcing you to send an acceptance letter.

Writing a formal letter after receiving a job offer, a wedding invitation, or an internship position is not mandatory. However, it’s proper etiquette for anyone to acknowledge this opportunity and express their gratitude if they decide to accept it. You have to remember that even if a recruitment officer already offered you the role, it doesn’t mean there isn’t a waitlist for other qualified candidates that might accept it if you fail to make your decision known. That’s one reason why new recruits have to act fast if they wish to secure a spot for themselves before it’s too late. And even if you are on the fence about your decision, you can still weigh down your options up until they ask you to sign a contract.

Five Sly Ways to Get Hired

Time is crucial when you’re on a job hunt. It’s a nerve-wracking process that can put anyone on edge. Imagine waiting for a call from a company you’ve always dreamed of working for, only never to receive it even if you played by the book. But some things happen because they were meant to, while others happen when you don’t do enough. When you’re on a job search, you want to make sure you get the employment letter for a job offer before someone else does. Competition can be fierce, given the 3.6% unemployment rate reported by the U.S. Bureau of Labor Statistics in October 2019. With that said, you might want to keep the following tips in mind.

Know What You Want: Be very specific about what you’re looking for in a job. You can do your research on different companies that offer promising opportunities to discover their culture and benefits. Many job seekers make the mistake of applying for the sake of it, but fail to realize what they’re getting themselves into once they do get hired by a random employer. Fortunately, there are many recruiting sites online that allow you to customize your search and align it with your desired job duties and salary range. Once it generates a list of available positions in your area, you can begin making inquiries for jobs that interest you.Match Your Qualifications to an Opening: Resist the urge to apply for every single job opening you find. You don’t want to apply for a job you have no interest in nor qualify for, as you’ll only end up giving it a hard pass once you get the offer. To settle for a job you don’t want is a waste of time and effort. It’s best to be specific about what you want before beginning your job hunt. Doing so can also boost your chances of getting an interview (and acing it), especially if it’s a job you’ve always been passionate about, with or without experience in the given field of work.Prepare for an Interview: Have your game face ready at all times. You never know when a recruitment officer might reach out to you for an interview. You could be at the grocery store in your sweatpants at ten in the morning, then get called for a job interview at noon. But dressing for the job you want is only the least of your worries, as you also need to make sure you know what to say to impress your future employer. Recruitment officers have long mastered the tricks of the trade, so don’t think you can fool them with unbiased beliefs and rehearsed lines. Instead, always come as yourself. Think less about what an employer might want to hear and more about what they can expect from you on your first day of work.Share Stories Casually: You might think that storytelling is a bad idea, but you’d be surprised by how much it can reveal about you and your personality. Of course, you don’t want to wait until an employer asks you to provide examples of situations where you demonstrated a specific knowledge or skill. You can talk about a problem and a solution you gave to address it. Stick to the point of the story and focus on details that matter to an employer. By providing detailed information about how you handled a situation, you offer hiring managers a glimpse of how you are able to think critically even when under pressure.Don’t Quit Too Quickly: While awaiting feedback from a potential employer, continue your search. You don’t want to waste the next couple of weeks waiting for something that might never come. Keep your eyes peeled for other opportunities that come your way, as there are many companies out there that could offer you more than what you expect. Among the companies you applied for, you’re probably only going to hear back from about two or three, and they may not always be in your favor. But even if you receive a rejection letter from a company, don’t let it discourage you from trying again or looking further. Take the chance to assess what you could’ve done better, so you know what to improve on for your next interview.

How Do You Write a Good Acceptance Letter? (Tips to Remember)

News channel CNBC reports the number of job vacancies in the U.S. at a staggering 7.6 million, as of the beginning of 2019. With millions of job seekers searching for the same opportunities as you are, standing out is a must. Letter writing might not be one of your strongest skills, but it doesn’t mean you shouldn’t try to master the craft for formality’s sake. You’ll want to impress your new boss with a brief yet professional correspondence with the help of the guidelines below.

1. Make It Short

Note that you aren’t the only person who sent in an application and that there are a dozen other individuals who are in the same position as you. Chances are the recruitment officer of the job or internship you are applying for only has time to skim through the letter for important points. These are busy people who want to get the job done. If you wish to get your message across quickly, cut right to the chase. Try not to stray away from what’s relevant by focusing on matters that your recipient will appreciate.

The same ideas apply for acceptance letters written for event invitations, payments, scholarships, and college admissions.

2. Use a Professional Tone

Incorporate the same letter format as you would with a business letter. Despite how excited you are to get the news you waited what seems like forever for, you need to know how to maintain your composure and remain professional in your response. Be gracious enough to address your recipient correctly, of course, with the right name and title. You don’t want to get these details wrong, especially if it’s someone who did you a favor. Be polite with your greeting since it’s the first thing people will read. Make sure you get the format right and that you’re careful enough to choose the appropriate set of words so as not to come off too casual.

3. Organize Your Ideas

One way to boost readability is to organize the points you want to convey before you start writing. Aim for a structure that will present information in a logical order by drafting your letter to find out what details to prioritize. A simple “yes” might get the job done, but you’ll want to make sure you have everything figured out to steer clear of any mistakes.

At this point, you’re only working on a rough draft that you’ll need to edit later on. Thus, remember to proofread your letter for any grammar and spelling errors that need correction before you submit the acceptance letter.

4. Express Your Gratitude

Opportunities don’t come by very often. If someone offers you a job, you’ll want to thank the person for even considering you as a qualified candidate. You can talk about your excitement to be a part of the company’s workforce, as well as your desire to contribute what you can for the team. But again, remember to keep this part of the letter simple and straightforward. A few words of thanks should be enough to make your intentions known.

5. Clarify Details

There may be parts of an invitation or offer that you wish to confirm with your recipient. There’s always a possibility of confusing or misunderstanding data based on what you understand from what the recipient means. In such cases, it’s best to restate them in your letter for clarification. It can be in regards to your work requirements, compensation rate, tasks, and other relevant details. This information will depend on the subject and purpose of the letter, so it’s best to think about what you want to make clear before you begin writing.

6. Stay Positive

Acceptance letters don’t always have to respond to a job offer. In some instances, you might have to use it to reply to an employee’s resignation letter. You don’t want to say anything that could put you in a legal fiasco with the other party. Also, consider this as your last chance to leave a good impression on your recipient. It’s especially vital when corresponding with people you have worked with or will work with on an endeavor.

It’s common courtesy to accept an offer or invite with a written response, rather than making it a guessing game of whether you’re in it or not. It’s also an opportunity for you to express your enthusiasm for the role so that the person you are writing to feels appreciated. The acceptance letter can mean the difference between a lasting and a forgettable impression, which is why you want to ensure that your message leaves an impact on its targeted audience.