After all of your hard work, here it is: the job offer for your dream job! The next step is to send an acceptance email/letter to the employer, so as to formalize your decision. It’s crucial to start the relationship professionally and to show your appreciation. Understanding how to structure your response and what to include will make the process go more smoothly.
In this article, we’ll walk you through how to write a practical job acceptance email, along with a useful template and example for proper guidance.
A job acceptance letter/email is a formal response confirming agreement to the terms of a job offer. The recipient is the employer who sent you a job offer, which included the job title, salary and benefits, start date, and other details of your employment. This email/letter is a formal document that serves as acceptance and will be added to your personnel file.
You usually receive clear instructions from the recruiter or HR representative you’ve been in touch with, describing how to submit your acceptance and what information to include.
Accepting a job offer is simple and straightforward. Yet, you might have some questions, need more time, or want to clarify some aspects. Here are the basic steps to follow when accepting a job offer.
There is no need to hurry. If you need additional time to consider the offer, ask for it. Don’t accept it if there is a small chance you won’t be happy with this job. When responding, first express your appreciation for the offer, then focus on your interest in the role. In the end, offer a timeframe for your final response and stick to it. A maximum of 2 days is considered acceptable to think about the offer. This way, if you decline, the employer can easily contact other potential hires.
Discuss the offer with the recruiter and trusted colleagues, family, and friends to help you decide whether to accept it. Once you’ve made the decision, let your recruiter and hiring manager know as soon as possible, whatever your decision may be.
Usually, all job offers entail negotiations, so here are some tips on how to handle these cases:
It’s common for most employers to initially make a job offer verbally, and you need to be sure you are 100% happy with it.
When both parties agree on all terms, a formal job offer is sent to you. You should double-check all the aspects before accepting it via an acceptance email.
If a written offer isn’t provided, request one so you can accept the role. When an employer wants you to start working as soon as possible, the offer letter and the employment contract should arrive quickly.
After sending the acceptance email, make sure you stay in touch with your future employer during your notice period. Sometime close to your start date, send a message expressing how excited you are for the upcoming start date.
You should also speak with your former colleagues and explain why you are leaving. Focusing on the positives rather than the negatives is always a good idea.
Accepting a job offer is an exciting step and the beginning of a new chapter in your career. Share this enthusiasm with your new employer to emphasize they’ve made the right choice.
While an acceptance letter/email should be clear and concise, keep in mind it’s still a formal document that will be added to your personnel file. Therefore, it should include specific aspects, have an adequate structure, and be error-free.
Here are some tipson how to execute the writing of this document:
Show gratitude
Open your acceptance letter/email by thanking your new employer for offering you the position. Make sure you include the organization’s name and job title.
For example: “Thank you for our great conversation yesterday. I was delighted to receive the formal offer for the [Job Title] role at [XYZ Company].”
Officially communicate the acceptance of the job offer
Next, you should clearly state that you are very pleased to accept the offer and start your new journey at the company.
For example: “I am delighted to accept your offer and look forward to joining the team.”
Make clear your expectations about salary and benefits
Clarifying the salary and benefits package should always be part of an acceptance letter/email.
For example: “As discussed, my starting salary is [$XX, XXX], together with [an annual performance-based bonus, training, professional membership] included.”
Mention your start date
If you are currently working elsewhere, you need to respect your notice period, and this needs to be conveyed to your future employer. If your notice period is still unclear, you can explain that you will get back with the information as soon as possible.
For example: “I can confirm that I have to complete a four-week notice period with my current employer, and my start date will be Monday, 28 June.”
End on a positive note
The end of the letter/email should be concise, and you should state that you are eager to start your new position.
For example: “I am looking forward to joining the company and starting work in my new role.”
It’s true that an email is more often used as an informal method of communication, but that doesn’t mean you can draft a professional email when accepting a job offer.
Here is a template you can use:
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Subject line: [Your Name] – Offer Acceptance
Dear [Hiring manager’s name],
I am writing to formally accept your offer for the position of [position] with [name of company]. I am grateful for this opportunity and very excited to be a part of your team.
As outlined in the offer letter and discussed during our interview, I accept the starting salary of [offered salary] and the benefits package, to be considered effective [benefits start date, if applicable].
I am eager to begin my role on [start date] and meet the rest of the team. Please let me know if you need any additional information from me before my start date. I can be reached by phone at [your phone number] or by email at [your email address].
Thank you again for this opportunity.
Sincerely,
[Your name].
Don’t rush things; take your time reviewing the offer, then draft a few lines to create the perfect acceptance letter/email.
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Thank you for your time [on the phone/in the office] yesterday. I was overjoyed to receive your formal offer today for the role of [Job Title] at [name of company]. I am excited to accept your offer and cannot wait to join your team.
As previously discussed, my starting salary is [$XX,XXX], with [an annual performance-based bonus, training, professional membership, and hybrid working] as part of the offer.
I can confirm that I have a mandatory four-week notice period with my current employer. My start date will be Monday 4th of June.
When you’re accepting a job offer via email, double-check you’re using the hiring manager’s correct name and title, and conclude with a professional sign-off such as “Best regards,” “Sincerely, or even “Thank you”.
You may have received a job offer that is good but not great, so negotiations may be warranted. Here is an example of how to draft such an acceptance email:
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Subject line: [Position name] at [Company name]
Dear [Hiring manager]
I am writing to thank you for offering me the position of [name of position] at [company name]. It seems like an exciting opportunity where I can bring along my skills and passion.
Before wrapping up, I would like to discuss some essential details:
Salary: Considering my previous experience in the field, I would like to ask for a salary adjustment to $58,000.
Start date: We previously discussed the role starting on 10th June. If it’s feasible, I would prefer a start date of 20th June to ensure a smooth transition from my current role.
Remote work: I would appreciate having the option of 2 days to work remotely.
Please let me know how we can discuss these in the following days.
I appreciate this opportunity once again. I look forward to working with you and the rest of the team.
Sincerely,
[Your name].
There are situation in which you believe it's better to refuse the offer and move to a different opportunity, stay with the current employer or wait for a new opportunity. There are many reasons to do so, yet here is a template that you can use when you have to refuse a job offer.
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Subject line: [Position name] off at [Company name]
Dear [Hiring manager],
I want to thank you for offering me the position of Assistant Manager at [company name].
I appreciate you taking the time to discuss all relevant details and to grant me sufficient time to think about it.
While I find your organization to be terrific, at this point I believe it’s in both our best interests that I decline your job offer. I have thought long about it, and at this point in my career,r this is the right decision.
Thank you again for your generosity, and I wish you and your team all the best.
Sincerely,
[Your name].
Now, you have all the tips and tricks, plus useful templates, to help you navigate a job acceptance properly. Good luck in securing your dream job.
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