The job search can feel like a rollercoaster.
You feel a mix of nervous anticipation and excitement as you dream of new opportunities. Depending on the hiring process, you might wait weeks to hear back after submitting a job application. And scheduling a job interview with a hiring manager is a journey in itself.
But after a few weeks, you finally nail the interview, send a polite follow-up email, and receive a formal job offer. What’s next?
It’s time to write an offer acceptance email. Your response might seem like just a formality, but it’s an important step in the process. Accepting the job confirms your position and shows your new company a preview of your communication style.
Whether you’re a seasoned veteran looking for a new role or you’re accepting your first job, take the necessary time to craft a strong message that reassures the employer they made the right decision choosing you.
What does it mean to accept an offer?
If you’ve gone through the interview process and a company wants to hire you, your new employer will give you an official job offer in writing. They might also call you to give you the good news in real-time. The written job offer should outline the employee value proposition and when the company expects your answer, and your acceptance email is a formal response.
This communication confirms that all parties are comfortable with the proposed compensation and benefits and work hours. It signals a mutual understanding between you and your employer, defining expectations and responsibilities for the position you’ll fill. And at this stage, it’s also likely that you’ll agree to a start date that signals the beginning of your employment.
Remember that you don’t have to accept right away. This is a great time to think about salary and other compensation, like health insurance or a 401k match, and negotiate if necessary. Read over the contract and the offer email and check for discrepancies, ensuring all the terms meet all of your needs. If you have questions or concerns about any terms of work, this is the time to bring them up or make a counteroffer.
Some companies will require your acceptance of the job offer before sending a contract over. Others will send one with the offer letter so you can sign as soon as possible. Either way, once you sign and send it back, you can let the excitement of starting a new professional chapter take over.
How to respond to a job offer email
Once you’ve checked the contract terms, completed final negotiations, and signed all necessary documents, the next step is to put together a professional message to communicate your formal acceptance to the company.
This brief message lays out the initial terms of employment and shapes your working relationship with your hiring manager. You need to make a good impression, and that means coming across as polite, professional, and competent.
Here are eight things you need to include in a stellar job offer acceptance letter:
1. Clear subject line
Anyone who’s worked in an office knows how overwhelming the number of daily emails and messages can be. When sending a letter of acceptance, write a concise subject line so the recipient knows your intent: “[Your name]: Job offer acceptance.” Anything vague could get lost in an ever-expanding inbox, so be as clear as possible and reply to the offer email directly.
2. Date
Confirming your start date in your job acceptance email makes sure you and your future employer are on the same page. It’ll likely be on your contract, but restating it clarifies the date and will highlight potential mistakes.
Be sure to double-check that your start date leaves you enough time to provide your current employer with an appropriate notice period — usually two weeks.
3. Contact information
When writing your contact information in an email, it’s best to include both your phone number and your email so it’s easy for recruiters or hiring managers to reach you. Include them in your footer and, if necessary, specify your preferred method of contact.
4. Salutation
As with any business communication, avoid inappropriate or colloquial language, though your tone will depend on the company culture. When in doubt, use a professional email greeting and include the name of the recruiter or hiring manager with whom you’re communicating. Strong choices include “Hello [name], I hope you’re well” and “Dear [name], Thank you for your message.”
5. Thank you
Keep the content of your email professional, but make sure your gratitude and excitement come through, especially if this is a dream job of yours. Your new employer will appreciate the display of manners and enthusiasm. Say “Thank you,” and if you feel comfortable, add some specifics about what the job means to you.
Remember that you can, and should, extend your thanks beyond your acceptance email. Express gratitude to anyone who was involved in your successful application to the job, be it a friend who put your name forward or a recruiter who spotted you on LinkedIn. Taking the extra time to send a personal message lets your relationships know you value their contribution to your professional growth.
6. Terms of the contract
According to one survey, 46% of seekers say low-paying positions are the most frustrating aspect of the job search. That’s why before accepting an offer, the most important thing you can do is read through the contract over again. Check that it’s fair, meets your expectations, and matches the job offer. If the compensation and terms fit, tell the employer you’re ready to sign.
If there are discrepancies, try to schedule a call or in-person meeting to address them before signing. You can conditionally accept the offer, but leave the door open for one or both parties to back out if those conditions don’t happen, whether that’s salary expectations or other employee benefits. Doing this in a live meeting brings you to an agreement faster.
7. Proofread
An acceptance letter is one of your first impressions with a new employer. If they receive one with spelling and grammatical errors, it may cause them to wonder if they’ve made the right decision in hiring you.
Before sending, walk away from your email and read it over carefully with fresh eyes. Run your message through a correction app like Grammarly or ask a friend to look it over for you. A spelling mistake is avoidable, so do your best to proofread.
8. Sign
Once you’ve triple-checked the details and feel happy with both the offer and your response, complete your email with a digital signature. Express gratitude — and excitement — again and let your future employer know you can provide extra information if need be. And after another proofread, you can hit send.
Sample job acceptance emails
Letters of acceptance should follow the same structure and format as any email you send: with a subject line, greeting, body, and farewell. For reference, here are two email templates you can use to make your own. Just plug in your information and allow your personality to shine through.
Accepting the offer
Chances are, you’re already comfortable with the terms of the position and don’t want to negotiate. There could be some back and forth as you discuss start dates or further information, but you can still accept right away. Use this opportunity to reiterate the terms and start the experience on the right foot.
Subject: [name] — Acceptance of Job Offer
[date]
Hello [hiring manager’s name],
I am writing to thank you for offering me the position of [job title] at [company]. I enjoyed our interview and 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! I also accept the salary, terms, and policies 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 will be [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 require any further discussion.
Thank you again for this offer to join [company name]. I look forward to this exciting new chapter as a part of your team.
Best regards,
[your name]
[contact information]
Negotiating the offer
Negotiation doesn’t have to be scary. It’s the first step to a communicative, transparent professional relationship, and sometimes all it looks like is a question and answer. If there’s anything in your terms that you’d like to discuss, the acceptance letter is the best time to do so. Here’s an example of what to say:
Subject: [Your name]: Job offer acceptance
[date]
Dear [hiring manager’s name],
Thank you so much for this offer of employment at [name of company].
Having reviewed the contract, I have one concern about [topic]. The contract states [information], and after some consideration, I believe [alternative] would better reflect my needs.
I have reviewed all of the other terms of employment as set out in the contract and am happy to accept. Are you open to negotiating [topic] on a call sometime later this week? I am available most days at [phone number] or on Zoom.
Thank you in advance for taking the time to address this issue. I want to be sure our new partnership starts on the right foot, and I’m eager to join [company] under these conditions.
Sincerely,
[name]
[contact information]
A new beginning
The offer acceptance email is the first step to any new job, and it sets the tone for the rest of your experience. You worked hard to polish your resume, write a cover letter, and ace new interview methods, and that effort should continue when you get the job.
Change is uncomfortable, but don’t doubt that you deserve this opportunity. Embrace the new job anxiety and use that energy to make your first day, week, and month on the job with your team the best it can be. Send an intro email to your new team and put your best foot forward. You’ve got this.
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