How to Accept a Job Offer with Sample Emails

Successfully completing an interview process and receiving a job offer is a great accomplishment. If you decide you want to accept the role, it is important to do so in a timely and suitable manner.

How to accept a job offer involves a range of different considerations, including the manner in which the offer is received, whether you'd like to negotiate any changes to the offer, and what to include in an acceptance letter.

How You May Receive a Job Offer

There are several factors to consider when it comes to determining how to accept a job offer. Usually a certain period of time may pass between an interview and receiving a job offer (this could range from a day to a week or potentially longer). However, following an interview some employers may offer you a job there and then if they feel you are suitable for the role.

An employer (or recruiter) may offer you the job verbally (either in person or over the phone) or send a job offer by letter or email.

Responding to a Verbal Job Offer

If you receive a verbal job offer you may wish to respond straight away and accept the role. However, it is also perfectly acceptable to thank the employer for the offer and ask for some time to consider the offer before accepting it.

When you receive the verbal offer, this is a good opportunity to bring up any questions you may have regarding the role. You may also want to negotiate certain aspects of the offer that you might not be completely happy with or wish to change, such as the specified salary or start date.

Even if you receive a verbal job offer, an employer should also send you a formal written offer after the initial conversation. Make sure to bring this up during the verbal offer and check you will be receiving a written offer (or request to receive one).

If you accept a job offer verbally, it is still a good idea to follow this verbal acceptance up with a written acceptance. This could be done in the form of a printed letter or an email.

Responding to a Written Job Offer

Just as with a verbal offer, you can either accept a written offer right away or thank the employer for the offer and request time to consider it.

While it is acceptable to take some time to consider the offer, try not to take longer than 48 hours to consider the job offer, as an employer may begin to think you're not serious about wanting the role.

As with a verbal offer, you may want to negotiate some aspects of the offer before accepting the role. It may be easiest to send a counteroffer by letter or email rather than countering over the phone.

Why You Should Send a Written Job Acceptance Letter

Whether you receive a verbal or written job offer, a professionally written job acceptance letter is a great chance to demonstrate your enthusiasm and gratitude for the new role you have just been offered.

It is also an opportunity to state in writing specific details or terms agreed for the role (such as salary, working patterns/hours, associated benefits, start date and the like).

This may be the first time you have communicated with your new boss since your interview. It is therefore important to send an appropriate letter, written to an acceptable standard, which makes a great impression.

By following a few simple steps, your acceptance letter can be written and sent quickly and easily.

Getting Started With Your Acceptance Letter

Before you begin writing, it is important to plan what you are going to say. This helps to keep everything clear and will make sure you don't miss out key details.

To help plan a basic outline, it is best to have ready:

• The name of the company you are accepting the job from
• The name of the person you will be addressing the letter to (normally the person who made the offer)
• The business address
• All your personal details
• Your agreed start date
• Your expectations for salary/holiday/company benefits

Most of this information will be contained in the original job offer, so it is a good idea to keep this on hand to refer to.

How Should You Send Your Job Acceptance Letter?

Nowadays, a formal acceptance letter can be sent by email, especially if the original offer was also made by email.

It may look more professional sent as an attachment, although it can also be sent in the body of the email.

Some people may prefer to send an email and mail a physical copy as well. If doing this, it is best to mention that in the body of the email, so the employer knows to expect your letter.

You may also wish to simply mail a physical copy of your acceptance letter. If using this option, it is important to check the print quality and use the appropriate format and correct postage.

What Information Should Be Included?

Subject Line

If sending an email, you will need to think of a subject line.

This should be clear and include your name, the position in question and the reason you are writing.

For example:

John Smith – Acceptance letter regarding Operations Scientists Manager role.

Main Letter

Next, you should thank the employer for the offer. This shows gratitude and is a positive way to open communication.

Following this, you need to state what you are accepting – This might include:

• The job title you are accepting
• Your agreed start date
• Expectations around salary
• Company benefits
• Hours
• Uniform

This is especially important in case there has been any misunderstanding around this.

You and your employer must be on the same page regarding the role before you start work so state everything clearly and factually, but politely.

You can also use this opportunity to reinforce why you are suitable for the role.

You could do this by briefly outlining your skills and experience, qualifications and mention your enthusiasm for starting work.

Sign Off

End the letter by thanking the employer once again, miss a line and write ‘Yours sincerely’ and sign underneath with your name.

You should use ‘Yours sincerely’ rather than ‘Yours faithfully’ because this acceptance letter will be addressed by name.

An example of the layout is detailed below, along with some sample text for you to refer to. See our article on how to format a business letter for general business letter formatting tips.

Sample Job Acceptance Letter Template

In printed format, leave room to physically sign your letter before typing your name.

The checklist provided above contains everything you need to write your letter. If you have included all this information, you most likely have a suitable job acceptance letter.

Once you have conquered the basics, here are a few other hints to keep in mind to help you stand out:

Final Thoughts

It is important that you submit a professional-looking job acceptance letter and that you include all of the important information that your new employer needs to see.

By producing a well-polished piece of writing, you will create a good second impression and remind your new employer why they had the confidence to hire you after your initial interview.

It also shows that you have the diligence to take time out of your day to thank them and acknowledge the job offer correctly.

By following the simple steps above and ensuring you have the correct details to hand, you can write and send your acceptance letter in less than an hour and impress your new employer with your professionalism and attention to detail.

After securing a new job, a great acceptance letter is the next step into your new career, so take the time to write it correctly. By taking just a small amount of your time to write well and edit thoroughly, you can create a positive and long-lasting impression with your new employer.