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You’ve submitted your application and attended a tough interview or two (or 10). After jumping through a series of hoops and waiting anxiously by the phone for awhile, you finally have an offer in hand. So what next? Maybe you’ve agreed to accept the position by phone, but you’ll need to write a formal letter of acceptance to solidify your intentions. Here are some acceptance letter samples that to guide as you work to make a strong first impression; read them alongside the formatting instructions for clarity.
How to Write an Acceptance Letter
Just like these acceptance letter samples, your own letter will need to accomplish the following goals: First, convey the basic facts that cover the who, what , when, and where (you, the position you’ve accepted, and your start date, and your employer’s location respectively) . You can also restate your salary and employment terms as you understand them.
Start with the nuts and bolts: This part is important. Mix-ups are easy at this stage of an employment relationship, and they happen more often then you may realize. Make sure you and your recipient are on the same page regarding exactly what will happen on your first day (and the day you receive your first paycheck).
Say thanks: Feel free to say thank you more than once. Again, you may not realize this, but your employers have faced some challenges and sleepless nights while choosing a candidate for this role. The fact that they chose you means a lot to them, so show that it means something to you too. Convey a sense of gratitude for the offer. Understand that your letter should set the stage for promising, fruitful, and mutually pleasant relationship between you and your employers.
Express optimism and excitement: A gloomy acceptance letter can be oddly disconcerting for your new employers. Again, they’re excited to welcome you on board, so match that excitement! Acknowledge their positive energy and give back the same.
Remind them why they chose you: You don’t have to repeat a list of your qualifications, but you may as well remind your readers that you’re still the dynamic professional they remember from the interview.
How to Format an Acceptance Letter
Like these acceptance letter samples, your letter should include a formal heading, an introduction, body, and conclusion. For your heading, simply write your name and contact information, then add the name of your new employer and its physical address. Address the letter to your person of contact, and consider your communication chemistry when doing so (for instance if your contact said, “Please don’t call me Mr. Doe! I prefer John,” honor it; if you got no such instructions, however, resort to a formal “Dear Mr. Doe”).
Your introduction should begin with a clear statement explaining the purpose of your letter. In the body of your letter, thank your employer and share the positive feelings you’d like to express. Ask any questions you may have about the details, and if you have yet to negotiate any of the terms of your employment, state this fact in your letter. Use your conclusion to sign off with warmth and sincerity.
Common Acceptance Letter Mistakes
As you review these acceptance letter samples and create your own, watch out for these common mistakes.
Don’t be vague or unclear: If you haven’t made your decision, don’t write your letter yet. Take your time. Never draft an acceptance letter that’s full of confusing qualifiers and ambiguity (such as,“I’ll be happy to accept as soon as I hear back from another employer”).
Don’t ignore open ended issues: If there are some open-ended issues that will impact your acceptance, share them here. For example: “As we discussed, I will require (insert a specific handicap accommodation that your employers have promised to implement).”
Don’t hold back: Again, use your acceptance letter to express your excitement, enthusiasm, and heartfelt interest in the position. Your employers will find this reassuring.
You’ve Written Your Acceptance Letter. Now What?
Submit your letter as an email to your boss or HR office and obtain confirmation that your message has been received. (If your employer requests, you can also submit your letter as a hard copy by mail.) If your version of the situation or your expectations differ from those of your employer, start working right away to get these disconnects resolved.