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Sample Acceptance Letter
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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.
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.