Job Acceptance Letters: What Are They?

Job acceptance letters work in two ways. One, it works as a confirmation letter sent by an employer to the applicant as a way of announcing that she/he/they passed the company standards and qualifications. And two, the job acceptance letter is written by the applicant and sent to the employer as a way to inform them about accepting the given offer. Albeit not all companies require applicants to submit job acceptance letters, it still works best to make one for saying thank you politely and as a way of displaying professionalism.

Inc. Magazine reported that a job opening gravitates up to an average of 250 resumes whereas only one person traditionally gets the offer.

Why Should You Create a Job Acceptance Letter?

Indeed, it is not an absolute requirement to submit a job acceptance letter. So why should you make one in the first place? Here are some noteworthy reasons for you to consider job acceptance letters:

Official Response of Job Offer Confirmation

Indeed, a company can accept any qualified applicant for a job. But it is not all the time that those who get accepted would be willing to work with the company right away. Others have applied to other jobs so there is still a chance of applicants who change their mind and go for a company with better perks. So for those who are really sure of joining the company that accepted them, giving a clear response is recommended. That way, the business can prepare to welcome them and organize a new hire orientation shortly.

Chance to Prove One’s Enthusiasm and Drive

You can express your excitement and gratitude in a job acceptance letter. And manifesting that enthusiasm would certainly make employers happy. That way, the management team will be aware of your willingness to take part in the organization. And it will lead to a positive employer-employee relationship eventually. Take this opportunity to prove that you deserve that position in the first place.

Opening for Job Offer Specification Changes

Another great way to optimize the use of a job acceptance letter is to discuss some job offer specifications that you want to be changed. There is still room for discussions before officially being employed anyway. An example is when you were given an offer with basic pay. And if you are no longer a fresh graduate and had enough experience in the said position, you can opt for a salary increase. Because if there are terms you dislike, there is still room for a rejection letter. You deserve to know what contract you sign up for before accepting everything in full terms then.

The Important Elements to Include in a Job Acceptance Letter

Making a job acceptance letter gets less challenging when you familiarize what specific details must be written. And without such elements, you might fail at impressing your employer. So without further ado, here are the important elements to incorporate in a formal job acceptance letter:

Subject Title: The employer won’t have to wonder what the whole document you submit is all about when it has a visible title. And a clear title is normally presented at the top center part of a document, written in bold capital letters. Also, the words “Job Acceptance Letter” would suffice as the title.Sender and Receiver Details: Who wrote the letter? And to whom is it for? Answer that under the sender’s details and the receiver’s details. If you are the one writing, then be sure to input your name, address, and contact list. For the receiver, you would likely mention the employer’s name or the company name, including their address and contact info.Date: Never forget to mention the exact date of when you are writing the letter. The specific schedule or date confirms if the letter is still new or already from how many weeks ago. So be sure to send your letter via email or print and send it personally right away to be punctual. That leaves a positive impression for sure.Salutation: To start writing your message, a proper salutation is a must. Simply write “Dear” followed by to whom it may concern. Be sensitive in using pronouns too since you wouldn’t want to offend anyone there.Official Statement of Acceptance: A crucial element to the job acceptance letter is your official statement of acknowledgment that you were accepted by the business. That is basically the gist of your letter anyway. So express your thanks and add whatever you want to say to the employer who hired you.Job Offer Specification Summary: A job acceptance letter isn’t just a one-sentence document about your official statement of acceptance. Tackle on the key points regarding your job offer as well. A tip is to create a summary of the job offer specifications. That shows how much you understood the announcement of your job acceptance. This includes acknowledging your salary, working hours, and other details.Request for Changes: Although a request for changes is optional, you might want to consider it. This section applies to any applicant who wants to accept the job offer as long as specific terms are changed. And you need to be strategic here because you don’t want to sound arrogant and informal. For any change you wish to request, prove why you deserve that change in this part of the letter. And wait for the employer’s reply if it will be accepted or not.Complimentary Close: Words like “Yours truly” or “Sincerely yours” would fall under the complimentary close. You can also incorporate a closing statement preceding it as a way of officially ending the letter. Be sure to end on good terms since it will leave a lasting impression.Signature Line: Affix your name and signature at the bottommost part of the job acceptance letter to confirm that you wrote the letter and have already read and corrected everything written there. Signatures also prove that the document itself is a personal letter rather than a robotic response to a job offer.

How to Write a Winning Job Acceptance Letter

Making a job acceptance letter isn’t so hard to do. But that doesn’t mean you let your guard down and refuse to take the writing process seriously. It is still a formal letter in the first place. So make sure you follow these steps to create a winning job acceptance letter effortlessly:

Step 1: Save a Pre-Formatted Job Acceptance Letter Sample

Sample job acceptance letter templates are coming to the rescue. Who says you have to write a long letter from scratch? Take advantage of every downloadable job acceptance letter template in this post so you can just customize and print such letters shortly. And rather than adjusting to standard samples, you can personalize your letter from its design, layout, and content.

Step 2: Structure Your Letter According to Its Elements

Of course, a job acceptance letter isn’t complete without its elements. These elements, from the subject title to the signature line, were already discussed. And the key factors should have your message of appreciation for the opportunity or a mini thank you letter, the official acceptance of the offer, the terms and conditions regarding the job, and the employment starting date. And a decent structure to your letter’s data will make the message more cohesive and easier to understand.

Step 3: Keep Your Message Straightforward

Be direct in accepting the job. An example is you need not write a long paragraph for saying thank you. Simply thank the employer that you got accepted for the job. Specify what field you are taking too may it be related to teaching, nursing, accounting, etc. And as you discuss how much you understood the offer, you can make a detailed letter. However, don’t make it too detailed wherein unnecessary statements and flowery words dominate your message already. Keep it succinct no matter what.

Step 4: Maintain a Professional yet Friendly Tone

Any kind of letter should at least have some personality. And a tip is to be friendly but still professional in tone. Remember that a letter that doesn’t give any heartfelt element won’t please your receiver. You can be personal and polite in expressing how thankful you are for the opportunity of a lifetime. But at the same time, don’t leave out the important part where you summarize your job specifications to be professional. Thus, it is basically about balance.

Step 5: Set the Final Format and Practice Fact-Checking

Ensure that you have decided about how the letter’s format goes. That means you have specified the letter’s font style, font size, margins or spacing, and whether you print it or keep a soft copy only. Nonetheless, finalize your format so it is ready for submission. But before that, a thorough evaluation should follow. Take this chance to review the job offer letter as a whole. That way, there is still time to conduct necessary changes and corrections. And you will be confident that the result is just as planned afterward.


How do you accept a job offer?

The formal way of accepting a job offer is by writing a job acceptance letter to be sent to the employer. But besides the letter, you may talk with the employer in person about accepting the position. What matters most is that the employment terms and starting date are confirmed to officially begin your work.

How do you negotiate about a salary in the job acceptance letter?

You can open your salary negotiation in the body of the job acceptance letter. But be sure you observe the following considerations:

  • State your requests clearly.
  • Figure out your value in terms of work experience and job position.
  • Observe an empathic connection with the employer.
  • Don’t forget about stating what you can offer and why you deserve a bigger salary.
  • Never ever exaggerate your achievements and experiences.

If not a job acceptance letter, what is the best way to reject a job offer?

Expect to write a rejection letter in refusing an offer. And here are some tips on how to do it:

  • Be polite in rejecting the offer.
  • Be honest in the reason behind the refusal.
  • Don’t be offensive by disparaging the employer’s offer to that of your chosen offer; you can compare but don’t belittle the company.
  • Do thank the employer still for trusting you for their business but say sorry that you can’t make it.

The moment you receive an official job offer letter, don’t wait any longer if you want to push through in working with that company that hired you. Respond with a well-written job acceptance letter shortly. In the corporate world, competition is even tough. And knowing that an employer trusts you to work with them is a great honor per se. In fact, writing the letter runs along smoothly using sample job acceptance letter templates for your reference. Download now!