Updated August 22, 2023
A job offer acceptance letter is a form used by an individual to indicate his or her agreement to work for the pay and benefits being offered by an employer. The letter should offer insight into how the individual believes they can help the company succeed and exemplify their excitement to their new position. As this is usually the last written confirmation before a formal working agreement, the letter should confirm the employment details and state when the individual we begin working with the company.
Employment Contract – Formal agreement outlining pay (salary), benefits, ownership interest (if any), and any other terms or conditions of employment.
Elements of a Job Offer Acceptance Letter
The letter should be direct. The purpose is to put an acceptance in writing and set an amicable tone. The acceptance letter is not an appropriate place to negotiate terms of a job offer. Remember that being offered a job is not the same as being hired. Since this letter is a step toward full-fledged employment, new hires should be especially careful to follow professional standards and norms.
How to Accept a Job Offer (3 steps)
1. Respond with a Written Letter
In general, it is best to follow an employer’s lead in communication. If there is any uncertainty about how best to communicate, ask the hiring manager or another company contact. Remember that when a job offer has been sent by email, an emailed response should be appropriate – and the same is true for other forms of communication.
Since email is such a mainstay in most workplaces, though, do not assume that all communication need be over the phone merely because the initial contacts were. Just ask to make sure that emails are welcome.
3. Notify Your Current Employer
Standard practice is to provide the current employer with two (2) weeks’ advanced notice before departing. Though some workers choose to give earlier notification than others, leaving with little or no warning is not a good way to get a good reference in the future.
Providing too little notification can burn bridges and unduly compromise business at the previous employer; giving multiple weeks or months of notice, meanwhile, can lead to awkward working conditions in the best case, and early termination by the employer in the worst. The boss may figure that an employer who plans to leave in one or two months has no business being on the payroll any longer and cut ties earlier than desired.
Questions to ask before accepting a job offer
Sort out as much as possible before accepting an offer. Any questions about expectations, workplace culture, rules and structure, compensation and benefits, or any other matters should be broached before accepting an offer.
Remember that future employees often have real leverage at this stage. It may be an ideal time to ask for clarifications and even concessions from the hiring manager.
What to say when accepting a job offer?
Be clear about availability, desired start date, and the terms of the job. Don’t forget to express gratitude for the offer. Though this letter serves as a formal acceptance, it is also a social gesture and should leave future colleagues with a positive impression.