How to Write a Job Acceptance Letter (with Samples)

job acceptance letter

You’ve just landed the job of your dreams, and you’re still recovering from the great news. You need to write to your new boss, formally accepting the role and perhaps return signed documents - but what is the best way to maintain the good impression you’ve made so far?

Here’s a step by step guide on how to write a job acceptance letter or email.

1. Write in a Professional Tone

If you have documents to return, a printed letter in a professional tone should accompany them. If you’re accepting a job offer made on the phone, then an email is fine. Keep the tone professional - this isn’t the time for LOLs and emoticons, so don’t get confused by the internet’s inherent informality and make an impression you’ll regret.

2. Thank Your New Employer

In even the briefest of letters, you should say thank you, directly and clearly accept the position, and make it clear you’re excited about the opportunity. You may have a long notice period before actually assuming your new position, so maintaining a positive impression is important. A more personal touch such as thanking the interviewer for making you feel comfortable is also an excellent idea and reinforces your sentiment.

3. Confirm Details of the Job Offer With Your New Employer

Your acceptance letter is your chance to confirm important details regarding your acceptance of employment, such as agreed salary, your department, position, supervisor and start date. Simply summarise your understanding of the offer so that everybody is clear on the agreement being made.

Your acceptance letter is also the perfect place to ask any questions you may still have, about the role or benefits of your new job - it’s easy to forget questions about the job offer you’d prepared in the heat of the interview, so this is another chance!

If you’re keen to get more information about your new role in advance, say so - your new boss may be able to send you pertinent information you can start looking over during your notice period. Depending on the flexibility you have in your old job, there may even be training or meetings you could be involved in before starting.

4. Specify Any Special Considerations

If you have a pre-booked holiday, most employers will honour them, but it is important to raise the issue quickly. If you already have plans, particularly if they’re over peak holiday season, put them into your acceptance letter, and make it clear if you are unable to change any plans already made (for example if your flights are already booked).

5. Make Sure to Edit and Proofread

Having written your acceptance letter, double check the details before hitting send (or print). Make sure that both spelling and grammar are accurate and you’ve correctly addressed your new boss – both in name and title - to maintain a professional tone.

6. Avoid These Basic Errors

  1. Unprofessional tone
  2. Misidentifying the hiring manager or employer
  3. Addressing the hiring manager or employer incorrectly (Mr, Mrs, Ms, Dr)
  4. Not reiterating all the specifics of the offer (salary, supervisor, position, and date when you will begin your new job)

Job acceptance letter samples

If you’re unsure of where to start, we have included some sample letters for you. Write a draft and ask a friend or family member to review it before you send it. Then you can start looking forward to your new job!

Have you ever had to write a job acceptance letter? What was the process like? Let us know in the comments section below…

See Also: How to Write a Sponsorship Letter (with Samples)