An acceptance letter is also a rough contract of sorts, so you do want to include the details described below to make certain all parties are clear on the terms of your employment.
1. Use a business format. In writing your acceptance letter, simply place your own information at the top of the letter on the left-hand side; skip two spaces, then include the company address directly under your own.
2. Keep it simple. For the most professional look, use basic easy-to-read fonts and avoid fancy fonts. You want your acceptance letter to look clean and crisp. A white background with simple fonts looks professional, and is easy for the recipient to read.
3. Keep it short. Write your acceptance letter in a concise manner, thanking the individual who offered you the job (state the exact title or position here). In the second paragraph, include the terms of your employment such as location, work hours, salary, benefits, etc. This letter is a type of rough contract, so it is necessary that you restate the terms under which you are being hired.
4. Proofread your letter. Nothing says ‘unprofessional’ like an acceptance letter containing errors. Check spelling, grammar and the terms you have included to make certain everything is correct.
Sample Acceptance Letter
City, State, Zip
City, State, Zip
Dear (hiring manager’s name),
In your first sentence, thank the individual that offered you the position of (position title) at (company name). Express that you are honored to accept the opportunity, and how you hope to contribute to the success of the company.
The body of your acceptance letter should reiterate the terms of your employment. Begin your sentence with ‘As we discussed’ or ‘Per our conversation’, then go over benefits such as insurance, salary, hours worked, location, and any other details that would fall under the terms of your employment.
In closing, simply tell the employer that you look forward to starting with the company on (date), and thank them for the opportunity. Also explain that you will be happy to supply any additional documents they may need.
Sign your name directly above the typed signature. Writing an acceptance letter is actually very easy. Follow the guidelines above, and you will have no problem writing a letter that looks professional and further enhances your image with the company.