How to Write an Offer Acceptance Mail That Makes a Good Impression

You got a job offer! Congratulations! Don’t celebrate yet, you still have an acceptance mail to write. An offer acceptance mail is another opportunity for you to create a great impression with your employer. A professional, polite and concise email should confirm key aspects of your new role as well as convey your enthusiasm.

In this article, we’ll take a look at how to write a job acceptance mail, a few templates to help you write an acceptable mail, and most importantly, what to do after you’ve sent an acceptance mail.

What is an Offer Letter Acceptance Email?

To understand what an offer acceptance mail is, we have to first understand what a job offer is.

After your interviews are over, you will receive a job offer, which means that the employer is officially communicating their willingness to hire you, provided they like you for the role, of course.

Essential Elements of an Offer Acceptance Email

An offer letter is basically the terms and conditions of your employment, it dictates your starting date, roles and responsibilities, compensation, job title, leaves and any other benefits like insurance, etc.

Most importantly, it provides a set deadline by which you have to accept the job, and explains the specific things that you have to do to accept the job, like sign NDAs or Non-Compete clauses.

Simple math states that if the job offer is the conditions of your employment, your job acceptance mail is the acceptance of these conditions. But remember that your job acceptance mail is basically your first official document with the new company or employer, and therefore becomes a part of your employee record.

So, it’s important that you write a good one, so make sure it includes a thank you note, your confirmation of the offer letter, start date and any other agreed terms.

When should you write an offer acceptance mail?

The easy answer is every time. An acceptance letter may not be compulsory but it is the norm in most industries. Even if it isn’t in your industry, it’s just a very simple and effective way to go the extra mile to create a positive relationship with your employer.

However, if you want to negotiate the terms of your employment, don't worry, we’ll provide a template to do that too in this article. Ask the employer to send you a revised offer before you send your official acceptance mail.

Tips For Writing A Good Offer Acceptance Email

To answer what you clicked on this article for, how do you write an effective acceptance mail:

1. Review the Offer Letter:

The first step is to always review the job offer. Go through everything, your joining date, roles and responsibilities, pay structure, leaves, job title, shift timings, everything should match what was discussed in your interview. Read the offer letter carefully and slowly, and if you notice any inconsistencies, seek clarification from your employer before you proceed.

There’s no denying that starting a new job is a big event that not only impacts you but also your family, so discuss it with them before you accept it. If there’s a deadline for the acceptance mail and you are for some reason, unable to meet it, inform your employer.

2. Use a clear subject line:

A subject line is only required if you are creating a new email chain. You can skip this step if you are replying to the employer’s offer email. Make sure that you are not changing the subject line if you are replying to the employer’s email.

If you decide to create a new email chain, your subject line should make your email immediately identifiable. Your subject line should be the “Job Title - Employment Acceptance Mail - Your Name.”

3. Draft your mail:

After you’ve reviewed your offer letter and created a subject line, you’re ready to begin drafting your acceptance mail. Mention the requirements stated in the offer letter, and clarify important details like the date of joining. Express your gratitude and use professional language, keep your acceptance mail clear and concise. Your acceptance mail should read like a summary of the offer letter.

4. Express gratitude:

Start the letter by thanking them for the opportunity, and for offering you the position. To create a positive impression, acknowledge their confidence in your experience and ability.

5. State Your Acceptance:

Explicitly state that you accept the offer, and agree to the term and conditions of your employment. Be specific by mentioning your job title and your date of joining.

6. Conclude positively:

Conclude the letter positively by expressing your gratitude and your eagerness. End the mail with either “Best regards” or “Yours Sincerely" and add your complete name below that.

7. Proofread and Format:

Once you’re done writing, read your mail again. Look for any grammatical mistakes, unclear phrasing and typos, and double check all of the mentioned details, like the job title, date of joining, etc. Your mail should be easy to read and well structured. Remember, it’s very easy to create a positive impression by writing a polished acceptance mail.

Offer Acceptance Mail Template

Subject: Acceptance of Job Offer - [Your Name]

Dear [Name of Hiring Manager],

This letter serves as my official acceptance of the offer to work at [Company Name] as [Job Title]. I appreciate this wonderful chance. I'm overjoyed to become a member of your team and support the company.

I agree to the terms stated in the offer letter and confirm that my start date is [Start Date]. If any more paperwork or procedures are needed before I join, do let me know.

Thank you once again for this opportunity. I'm excited to support [a particular business objective or group endeavour].

Regards,

[Your Complete Name]

[Your Contact Details]

Offer Negotiation Mail Template

Negotiating in your acceptance mail, or a conditional acceptance mail, is inherently more difficult to write and, in the worst circumstances, can affect your chances of getting that job. So, the terms you negotiate for have to be very important to write a conditional acceptance mail.

Try your best to negotiate any terms that you do not agree with during the interview itself; however, if any unforeseen circumstances prevail or if you find that a previously negotiated term has not been changed in the offer mail, only then revert to negotiating.

Here is a template for writing an acceptance mail that negotiates a term of employment:

Subject: Acceptance of Job Offer - [Your Name]

Dear [Name of Hiring Manager],

I am delighted to get a job offer for the position of [Job Title] in your company [Company Name]. I have been looking forward to working at your [Company Name] for some time.

[Mention the term that you do not agree with and why. If possible, provide a solution and an alternative to that solution. For example; My joining date is March 15, 2024, as per the offer letter, and I will not be qualified for leave until after three months of work. In this regard, I would like to clarify that, while I can start working on March 15th, I will have to take a week's leave in early April to go for a pre-scheduled medical treatment. Or, if you prefer, I can start working on April 8, 2024.]

I would like to formally acknowledge that I accept all the other terms and conditions. Thank you once again for this opportunity. I'm excited to support [a particular business objective or group endeavour].

Regards,

[Your Complete Name]

[Your Contact Details]

What to do after accepting the offer?

Congratulations, once again. You’ve accepted the offer and your onboarding into the new company will begin shortly. Follow the steps below to prepare for your new role:

1. Save a copy of the offer mail to refer to later to avoid any miscommunications in the future.
2. Follow up with your new employer to find out if there are any documents you need to submit before you begin at your new position.
3. If you’re already working somewhere, begin formal resignation procedures.
4. Stay in touch and respond to any follow up emails from your employer promptly.
   

Writing a job acceptance mail is very easy if you follow the correct format and keep in mind the instructions mentioned above. Make sure that you take your time with writing a mail that expresses your gratitude, confirms key details, and conveys your enthusiasm for the new role.

Richik Sinha RoyABOUT THE AUTHOR

As a co-founder and CEO of NxtJob.ai, I help mid and senior level professionals land 3-5 job offers within 3 months with a substantial salary hike. I am an Internationally Certified Career Coach, Resume Writing Expert, Job Interview and LinkedIn Strategist, and a Motivational Speaker.