How to Write an Acceptance Letter

by Melvin J. Luthy PhD, Chief Editor

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

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

  1. Be gracious
    When accepting a job, promotion, appointment, public office, gift, etc.

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

  3. 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.”

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

  5. 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.

  6. 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.

  1. 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.

  2. 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.

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

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