How To Accept A Job Offer | Letter & Email Examples Inside

office workers shaking hands

Finding a new job is a process, starting with a top-notch cover letter and ending with an offer of employment at the end of the job interview. But even the process of accepting a job offer is exactly that: a process. Just when you think you’ve reached the end of the rope, there is still more to do.

If you’re a job seeker and just got offered a position, don’t reach out to shake hands and accept the new role right away.

There are a few things to consider before accepting the job offer, and word of mouth isn’t going to cut it. A formal acceptance letter or email is an absolute must for putting your interview process days to rest.

But how?

If you’re currently job hunting and want to make sure you “end” on the correct terms — with that fancy new job you’ve been eyeballing — you need to know how to accept a job offer properly, and this article is here to help.

Considerations Before Accepting A Job Offer

You’re likely excited to start your new position at your dream company. But hold on, eager beaver. There is a multitude of things to consider before accepting the job opportunity.

  • Pay. Is the starting salary enough to support your financial needs? Is it suitable for the position you’re accepting? Look around at competitor employers to ensure this company isn’t trying to pull a fast one. Know your worth!
  • Benefits package. In this day and age, an employer needs to offer benefits. These benefits can range from top-notch health insurance to stock options and 401ks. Review, examine and determine if the benefits suit your needs.
  • Hours. Do the work hours fit your schedule appropriately? Are they offering enough hours?
  • Commute. If it’s going to cost half your paycheck just to get to the new employer, it might not be worth it in the long run. This is especially true if the commute will regularly align you with tons of traffic. Pass!
  • Company culture. Everything from vacation time to co-worker personalities and morale should be considered when examining the terms of the offer.
  • Job title. The last and probably most important thing is to investigate the specifics terms of your employment for this specific role. Is this something you are comfortable, confident, and excited to tackle? Or is the new job asking far too much/little?

How To Properly Accept A Job Offer

So the hiring manager proposed an official offer, and you took the time to think it over. Everything sounds great, and you’re ready to put your job search on Linkedin and Indeed to rest.

Now what?

There is, in fact, a proper way to accept a job offer. Here are the four most important steps:

  1. Think it over. Yes, it’s perfectly fine to take a few days to look over the terms of your employment offer. Most employers will respect that, as it shows you take your commitment to your job seriously.
  2. Negotiate, if necessary. No job is perfect, and even this new dream career might be lacking in one area. For example, if you want a higher starting salary or need more days off during the year, negotiate it. Just make sure the expectations are realistic. This should be done over a phone call.
  3. Discuss the details. Discuss the ins and outs of the job with the recruiter. There should be nothing left to question by the end of the in-person meeting.
  4. Get it in writing. Never rely on verbal offer agreements when it comes to a potential employer. Have everything in writing, from the pay to the working days and hours, benefits, and beyond.

Writing An Acceptance Letter

Whether you are writing an acceptance letter or an acceptance email, it’s imperative to get it right. (Scroll ahead if you want to dive into the templates and start creating your acceptance right away.)

— Job Offer Acceptance Letter

A person opening a letter

A job offer acceptance letter is formal and requires extra details to ensure it makes it into the right hands, and all the necessary information is present. For the most part, you should format your letter in this style:

  • Write down your name and all contact info – Include your phone number, email, address, and other important information.
  • Write down the company info, too – All information should be provided, including the name and address of the company and to who the letter is addressed to.
  • Greetings – It’s best to have the hiring manager’s name, but writing to the human resources department is okay, too.
  • Accept with enthusiasm – Thank the company for giving you the opportunity and take the time to accept the official offer formally.
  • Explain details of the employment – The second paragraph will contain imperative information relating to the job, such as job title and benefits.
  • Be specific about your start date – The last section will discuss your actual first day on the job.
  • Salutations – Saying something like “Sincerely” or “Thanks again” is ideal.
  • Date the letter – This is important! Unlike an email, a note will require a date to prove when the letter was created and sent. Make sure to keep a hard copy for your records.

— Job Offer Acceptance Email

A man working at his computer and smiling

An email letter is a bit less formal than a letter but still should be held to high standards. The format should go something like this:

  • Clear subject line – This will include your full name and subject, “Job Offer Acceptance Email’
  • Greetings – If you don’t have the manager’s name, you can always address the email to human resources.
  • Thank you – Start the email by expressing your gratitude for being offered the new position and list the actual job title and company name.
  • Discuss the details – The second paragraph will discuss the specifics of the job, such as the starting salary and any specifications such as a probationary period, certain benefits, xyz.
  • Confirm start date – The final paragraph will share when your first day begins.
  • Closing – Here, you will want to thank the employer once again for the opportunity.
  • Salutations – Remain professional. Something like “Kind regards” tends to work well, followed by your name.

Job Offer Acceptance Letter Template

[Your Contact Information – Name, Address, Phone Number, Email]

[Company Contact Information – Hiring Manager’s Name, Company Name, Company Address, Company Phone, xyz]

Dear [Hiring Manager’s name or human resource department],

I am writing you this letter to thank you for the opportunity formally and to accept the job as [job title] and [company name].

As I discussed with [recruiter’s name] over the phone, my starting salary will be [enter amount], which will increase after the three-month probation period [or enter other days of employment required]. I will also be receiving [enter number of days] of vacation time and healthcare.

My official first day will begin on [enter start date]. If you have any further questions or need additional information, please let me know. You can contact me by phone or email.

Thank you,

[Your name and date]

Job Offer Acceptance Email Template

 Subject Line: [Your first and last name] Job Acceptance Email

Dear Mr/Ms [manager’s name] or human resources department,

Thank you for the opportunity to work as a [job title] for [company name]. I am writing this email to accept the offer formally, and I am thrilled to become a part of the team.

As discussed during the hiring process, my salary will be [enter value amount] with the potential for an increase after [enter number of days, weeks, months]. I will also be receiving [enter number of days] of vacation days and a healthcare package.

I am confirming my start date for [enter first-day date]. If you have any further questions or inquiries, please don’t hesitate to email or call [enter phone number].

Again, I can’t thank you enough for this opportunity, and I am anxiously awaiting my first day.

Kind regards,

[Enter full name]

The Bottom Line

 Even though the interview process is over and you’ve nailed the new role, it doesn’t mean you’re out of the woods. A written acceptance of an official offer is necessary, whether in email or letter format. Regardless, you now have the tools to accept your new position with professionalism and class successfully.

Frequently Asked Questions

What are the steps to accepting a job offer?

There are five crucial steps to accepting a job offer:

  1. Be offered the position in person.
  2. Take time to consider the job opportunity in its entirety.
  3. Discuss details and concerns and negotiate over the phone.
  4. Meet in person to accept a formal, written official offer.
  5. Accept in email or letter format.

How do you accept a job offer when you are still employed?

This is a slightly stickier situation, as you won’t be able to accept the job right away. Communicate with the potential employer that you will need at least two weeks before starting your first day. That gives you time to write a resignation letter and provide your current employer with two full weeks to find a replacement.

How do you politely reject a job offer?

If it’s not a good fit, you should still send an email or letter explaining your rejection. It doesn’t have to be done in a crude or unprofessional manner. Instead, do these three things:

  • Thank them for their time.
  • Explain why you are rejecting the opportunity — be as detailed or as vague as you’d prefer.
  • Wish them luck in the future.

By remaining professional and timely in your rejection letter, you avoid burning a bridge that you might want to utilize later in your work life.