Acceptance Letters

A well-written acceptance letter can work in your favor

Use an acceptance letter for accepting a job, resignation, gift, invitation, honor, and many other special situations.

Even if you have accepted a job offer verbally, it is smart to write an acceptance letter to formally accept the offer and to confirm details of employment.

How to write an acceptance letter:

• Be gracious when accepting a job, promotion, appointment, public office, gift, etc.

• Thank the person, business, organization, etc. when you begin your letter.

• Briefly identify what it is that you are accepting. For example, “This is a wonderful opportunity for me, and I am happy to accept the position as associate director of sales.”

• Thank those who have helped you, if you feel it is appropriate.

• Restate the terms as you understand them if you are formally accepting a job position or similar assignment, including the starting date, job expectations, rate of compensation, health and dental benefits, sick and vacation days, etc.

• Keep the tone of your letter positive if you are accepting a resignation. Do not say anything that might make you liable for legal action.

• Thank the person for the invitation if you are accepting an invitation to a social event, and express your anticipation that the event will be a success. Clarify any details about the event, if needed, such as date or time, location, dress, etc.

• Recheck for errors. For job offers and the like, the acceptance letter may become part of a company’s permanent file for you, so make sure that it is well-worded and free of embarrassing grammatical or other errors.

• Close your letter by restating your appreciation for being offered the job, award, gift, etc.

If you must decline to accept an offer, invitation, or gift, you should:

• Be gracious, whatever the reason is that you must decline.

• Thank the person for the invitation, offer, gift, suggestion, etc.

• State clearly that you are unable to accept.

• Briefly state the reason that you are unable to accept, if desired.

• In closing, restate your appreciation for the person’s consideration.

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