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Saying yes: How to write an offer acceptance email

January 18, 2023 - 14 min read

woman-writting-an-email-late-at-night-offer-acceptance-email

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What does it mean to accept an offer?

How to respond to a job offer email

Sample job acceptance emails

A new beginning

Pursuing a new job can feel like a rollercoaster. Depending on the recruitment process, you might wait weeks to hear back after an application, let alone start meeting with hiring managers.

But after weeks, you finally nail the interview, send a polite follow-up email, and receive an offer of employment. What’s next?

It’s time to write an offer acceptance email. 

Regardless of your experience, we have some tips to ensure your email is appropriate, professional, and straightforward. Whether you’re a seasoned veteran looking for a new role or accepting your first job, take the necessary time and care to craft a strong message that reassures the employer they made the right decision choosing you. 

You’ll also find message templates to serve as a jumping-off point for your message.

What does it mean to accept an offer?

An acceptance email is a formal response to an offer of employment. This communication ensures all parties have negotiated a fair salary, work hours, and starting dates. It’s also likely that you’ll agree to a start date and signals the beginning of your employment. 

If you’re a successful candidate, your new employer likely call to offer you the position. This is a great time to discuss salary and other compensation. Then, they’ll send along a written offer of employment and when they expect your answer. Take your time before responding. Read over the contract and the offer email and check for discrepancies. If you have questions or concerns about any terms of work that weren’t addressed on the phone, this is the time to bring them up.

Some companies will ask you to accept an offer before sending a contract over. Others will send a contract with their offer, considering your signature and your acceptance. Either way, once the contract is signed and sent back, you’ll begin onboarding. Let the excitement of starting a new professional chapter take over.

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How to respond to a job offer email

Once you’ve done your due diligence, checked the contract terms, and signed the document, the next step is to put together a professional message to communicate your acceptance to the company. 

This brief message is instrumental in laying out the initial terms of employment and shapes the working relationship with your hiring manager. You need to make a good impression, and that means coming across as polite, professional, and competent in your communication.

Fortunately, writing a great message is simple if you take your time. Here are eight steps for a steller acceptance email:

1. Subject line

Anyone who’s worked in an office knows how overwhelming the number of daily emails can be. When sending a letter of acceptance, ensure the subject line is obvious: “[Your Name]: Job offer acceptance.” Reply to the offer directly. Anything less specific risks the email vanishing into an ever-expanding inbox.

man-using-ipad-at-hotel-offer-acceptance-email

2. Date

Confirming your start date in your job acceptance email helps all parties adhere to the same schedule. It’ll likely be on your contract, but it’s nice to have in writing, too. 

3. Contact information

Whether you’re sending an email, it’s best to include your phone number so it’s easy for employers or hiring managers to access.

4. Salutation

As with any business communication, you should avoid inappropriate or colloquial language. Use a professional greeting and include the name of the recruiter or hiring manager with whom you’re communicating. Strong choices include “Hello [...], I hope you’re well” and “Dear [...], Thank you for your message.”

happy-woman-using-her-laptop-to-work-offer-acceptance-email

5. Thank you

Extend the hiring manager a “thank you” for the offer. Keep it professional and crisp, but make sure your gratitude and excitement come through. Your new employer will appreciate the display of manners. And it’s not just a hiring manager you should thank — anyone who was involved in your successful application to the job should receive a thanks, be it a friend who put your name forward or a recruiter who got your foot in the door.

6. Terms of the contract

Before accepting an offer, the most important thing you can do is read through the contract, top to bottom. Check that it’s fair, meets your expectations, and matches the job offer. If everything looks good, tell the employer you’re ready to sign. 

If there are discrepancies, try to schedule a call to address them before signing.  You can conditionally accept the offer, but leave the door open for one or both parties to back out should their expectations not be met, whether that’s salary expectations or other compensation and benefits details. Doing this over the phone ensures you’re on the same page, and quickly. 

7. Proofread

Clarity and conciseness are paramount in an acceptance letter. If your new employer receives a message rife with spelling and grammatical errors, it may cause them to wonder if they’ve made the right decision in hiring you. That’s not how you want to begin your new position. Before sending, walk away from your email for 30 minutes and read it over carefully with fresh eyes.

8. Sign

Once you’ve double- and triple-checked the details and feel happy with both the offer and your response, complete your message with a digital signature. You’re ready to hit “Send.”

That’s a lot to remember, but if you’re diligent and thoughtful, you can craft an acceptance email that will have your new employer even more excited to bring you aboard.

man-signing-on-an-ipad-offer-acceptance-email

Sample job acceptance emails

Letters of acceptance should follow a similar structure and format. To help you start your message with confidence, here are two email templates to make your own. Simply plug in your information and make a few tweaks to allow your unique personality to shine through.

Accepting the offer

Subject: [Your name] — Acceptance of Job Offer
[Date]

Hello [...],

I am writing to thank you for offering me the position of [job title] at [name of company]. I was pleased to hear back from you, and I’m excited to see where this new position leads.

I have reviewed the terms of employment as set out in the contract and am happy to accept my starting salary of [salary] for this position. I also accept the terms and policies of the company as detailed in the offer letter.

As discussed, in order to provide my former employer with a respectful amount of time to process the change, my start date at [name of company] will be [starting date].

If you require any additional information from me at this time, please don’t hesitate to reach out. I am also available for an online chat or a phone call if there are aspects of the contract or my acceptance that need further discussion.

Allow me to reiterate my gratitude for this offer to join [company name]. I look forward to this exciting new chapter as a part of your team.

Sincerely,

[Your name
Phone number
Email address]

couple-of-colleagues-talking-on-desk-offer-acceptance-email

Negotiating the offer

Subject: [Your name]: Job offer acceptance

[Date
Address
Phone Number
Email Address]

Dear [...],

Thank you so much for this offer of employment at [name of company]. I am excited to start as [job title] and to learn the ins and outs of the company.

Having reviewed the contract, I have one concern about the terms of the offer with regard to time off. The contract notes I will be eligible for two weeks of paid leave, but only after three months of employment. Before this time, I’m not eligible for any time off. As we discussed in my interview, I have prior plans to visit family within those three months. I wanted to make sure this previously-discussed absence won’t negatively affect my employment.

I have reviewed all of the other terms of employment as set out in the contract and am happy to accept my starting salary of [salary] for this position. If you could confirm it’s acceptable for me to take the discussed time away within the first three months, I’d be overjoyed to accept the position.

I am available most days at [phone number] if you require further clarification or wish to discuss my concern with the contract. Thanks in advance for taking the time to address this minor issue—I want to be sure our new partnership starts on the right foot.

Allow me to reiterate my gratitude for this offer to join [company name]. I look forward to working together.

Sincerely,

[Your name]

A new beginning

The offer acceptance email is an important aspect of the beginning of any new job. A few months into the role you won’t remember the stress you felt writing it, but starting strong will make you glad you put in the time and effort to craft the perfect message. After all, you worked hard to polish your resume, pen a cover letter, and wow the interviewer. A new role is a fresh start, and you want to make a strong impression.

It’s natural to feel nervous about taking on an unfamiliar role.

Change is uncomfortable, but don’t doubt that you deserve this opportunity. Embrace the nerves and use that energy to make your first day, week, or month on the job an amazing experience.

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Published January 18, 2023

Erin Eatough, PhD

Sr. Insights Manager

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