Acceptance letter or accepting letter is a type of letter written to communicate a positive response towards job offer, invitation, gift, offer, contract, scholarship and other matters which require the intended.
It is professional etiquette to do so as it shows your gratitude, reaffirms the details and conditions of the offer. It removes any part on either of the party. A formal acceptance letter requires needs to be written and posted as soon as you have received a job offer. It reciprocates their value of your talent as they have chosen you first amongst other candidates. Your acceptance letter is not a contract but if any legal question ever arises over the terms of your employment, it certainly cannot hurt to have your understanding of those terms in writing.
How to write Acceptance Letter –
Begin the first paragraph by enthusiastically accepting the job. Be sure to state the exact title of job and the salary. The second paragraph usually discuss details about the position, especially the date that you will work begin work. The last paragraph is a short statement of goodwill, usually indicating that you are looking forward to starting a new job.
- Create a framework for your letter – As with other formal letters, acceptance letter require a framework so that you have the appropriate matter at hands. When you know the outline, organize all key elements ie. job letter, invitation letter and other references. Use them in chronological order so that continuum is being maintained. It comes easy to eyes of reader and impress the reader.
- Drafting – The second step is to fill in the blanks as you already have an outline with a pre-required sequence. It is subject matter which needs to be taken care of. Write in reference to matter at hand. If full sentences are hard to come by, leave them incomplete. If you have trouble in vocabulary, consult dictionary for better of effective synonyms. Be natural and facilitate an effortless communication. Since it is rough copy, you can rectify the mistakes later.
- Short and to the point – These letters are meant to be short and specific. So stick to the basic objective of your letter. Start your letter by thanking the official, organization, relative, friend, peer etc. It shows your humility and respect towards the recipient. Clarification can be done through restating the job terms or event, relative time, location etc.
- Address it to a person – Individuals like to be acknowledged and known for their position or title in the society. When you address the letter to a specific person, you recognize his / her individual importance and value. Make sure you place the individual’s name in the salutation inside heading and on the top line of your envelope. Addressing the letter to a specific person instead of organization is a strictly NO-NO unless you have no other option.
- Confirm the facts – An acceptance letter should always confirm the details of employment, occasion etc. Restating salary, compensation, perks, holidays, timings, joining and other terms and conditions makes sure that there is no misunderstanding. These details can also clarify any other offers that were verbally made but not mentioned in the offer letter. Similarly, mentioning the event date, venue etc. in informal letters serves to rectify and or confirm the event.
- Be gracious – Thanking the person in the first line of your acceptance letter is a sign of respect towards the recipient. Always show your gratitude in the beginning and the end of the letter. Acceptance letter is itself, an acknowledgement of gratitude so don’t be miser to do so.
- Closing the letter – Start the letter with the gratitude and end it with the same. It is professional courtesy. At the end of your last paragraph is written, a complimentary close of likes of ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential. Close the letter by restating your appreciation and gratitude.
The example of Job Acceptance letter and Resignation Acceptance Letter –