Congratulations! You’ve landed a job offer, and now it’s time to formally accept. A job acceptance letter is a key step in this exciting process. It confirms your commitment to the new role and sets a professional tone for your future with the company. This guide will walk you through everything you need to know about writing a clear, professional, and effective job acceptance letter, complete with ready-to-use templates.

Whether you’re a student starting your first job, an experienced professional changing careers, a freelancer joining a project team, or a small business owner hiring new staff, understanding this formal step is crucial. We’ll cover what to include, how to structure your letter, and provide practical examples you can simply copy and paste.

Why You Need to Send a Job Acceptance Letter

While a verbal “yes” is a good start, a formal job acceptance letter serves several important purposes for both you and your new employer:

• Professionalism: It shows you’re serious about the position and respect the hiring process.
• Confirmation of Details: It allows you to clearly state that you understand and agree to the key terms of employment, such as your job title, salary, benefits, and start date. This helps prevent misunderstandings later on.
• Legal Record: In some cases, it can serve as a formal record of your acceptance, creating a clear understanding for both parties.
• Enthusiasm: It’s an opportunity to express your excitement and gratitude for the new role, making a positive first impression.
• Smooth Onboarding: By confirming all details, it helps the employer initiate the onboarding process efficiently.

What to Include in Your Job Acceptance Letter

A well-written job acceptance letter is concise but comprehensive. Here are the essential components:

• Your Contact Information: Your full name, address, phone number, and email.
• Date: The date you are writing the letter.
• Hiring Manager/HR Contact Information: The full name, title, and address of the person who extended the offer or the HR representative.
• Salutation: A professional greeting (e.g., “Dear Mr./Ms. [Last Name]”).
• Clear Statement of Acceptance: Explicitly state that you are accepting the job offer.
• Confirmation of Key Terms: Reiterate the main points of the offer, such as:
  • Your official job title.
  • Your agreed-upon annual salary or hourly wage.
  • Your start date.
  • Mention of benefits (if discussed and confirmed, e.g., “as well as the benefits package we discussed”).
• Expression of Enthusiasm: Briefly mention your excitement about joining the company and the role.
• Closing: A professional closing (e.g., “Sincerely,” “Regards,” “Best regards”).
• Your Signature: Your typed full name.

Step-by-Step Guide: How to Write a Job Acceptance Letter

Follow these steps to craft a perfect job acceptance letter:

1. Review the Job Offer Carefully: Before writing anything, thoroughly read your official job offer letter or email. Make sure you understand all the terms and conditions, including salary, benefits, start date, and any other important details.
2. Gather Necessary Details: Note down the exact job title, salary, start date, and the full name and title of the person you are addressing the letter to.
3. Choose a Template (or Start Fresh): You can use one of our copy-ready templates below as a starting point. Choose the one that best fits your situation.
4. Personalize Your Letter:
   • Insert your specific information into the template.
   • Customize the “expression of enthusiasm” section to genuinely reflect why you’re excited about this specific company and role.
   • Double-check that all key terms (job title, salary, start date) exactly match the offer.
5. Proofread Meticulously: Read your letter multiple times to catch any typos, grammatical errors, or factual mistakes. A flawless letter reinforces your professionalism. Consider using a spell-checker or asking a friend to review it.
6. Send Promptly: Aim to send your acceptance letter within 24-48 hours of receiving the offer. This shows eagerness and good communication skills.

Copy-Ready Job Acceptance Letter Templates

Here are several templates designed for different situations. Simply copy the content within the shortcodes, fill in your details, and send!

Simple Job Acceptance Letter (General)

This template is ideal for a straightforward acceptance without many specific details to reiterate.

Job Acceptance Letter with Salary & Start Date Confirmation

Use this template to clearly confirm the key financial and logistical details of your offer.

Job Acceptance Letter for Remote Position

If your new role is fully remote, this template helps confirm that understanding.

Job Acceptance Letter with Gentle Clarification/Question

Sometimes you might have a minor clarification without wanting to renegotiate. Use this template carefully.

Key Tips for Writing a Strong Acceptance Letter

• Be Prompt: Send your letter within 24-48 hours of receiving the official offer. This shows your enthusiasm and professionalism.
• Keep it Concise: Get straight to the point. The letter should be brief and focused on accepting the offer and confirming key details.
• Maintain a Positive and Professional Tone: Express gratitude and excitement. Even if you had a minor clarification, keep the tone positive.
• Proofread Meticulously: Errors can undermine your professionalism. Carefully check for any typos, grammar mistakes, or incorrect information.
• Send Professionally: Most acceptance letters are sent via email. If requested, you might need to send a physical copy. Ensure your email subject line is clear (e.g., “Job Offer Acceptance – [Your Name] – [Job Title]”).
• Consider Internal Linking: For tips on professional email etiquette, check out our guide on Professional Email Writing.

Common Mistakes to Avoid

• Not Sending One at All: Relying solely on a verbal acceptance can lead to misunderstandings and appears unprofessional.
• Misspelling Names or Details: Always double-check the spelling of the hiring manager’s name, company name, job title, and salary figures.
• Sounding Demanding or Complaining: This is not the time to renegotiate terms or express dissatisfaction. The acceptance letter should be purely positive.
• Being Too Informal: Even if your communication with the hiring manager has been casual, the acceptance letter should maintain a professional tone.
• Delaying Too Long: Waiting too long to send your acceptance can make you seem unenthusiastic or disorganized.

What Happens After You Send It?

Once you’ve sent your job acceptance letter, here’s what you can generally expect:

• Employer Confirmation: The hiring manager or HR will usually acknowledge receipt of your letter.
• Onboarding Process: You will likely receive information about the next steps, such as completing new hire paperwork, background checks, or setting up your equipment.
• Resignation (if applicable): If you are currently employed, now is the time to formally resign from your current position. For guidance on this, see our article on How to Write a Professional Resignation Letter.
• Anticipation: Get ready for your new role!

FAQ

Is a job acceptance letter mandatory?

While often not legally mandatory in all regions, it is highly recommended as a professional courtesy and a formal confirmation of your acceptance, preventing misunderstandings and setting a positive tone for your employment.

Should I send it via email or mail?

In most modern workplaces, sending your job acceptance letter via email is perfectly acceptable and often preferred for its speed and convenience. Only send a physical letter if specifically requested by the employer.

What if I need to negotiate after accepting?

Ideally, all negotiations should be completed *before* you send your formal acceptance letter. Accepting an offer and then attempting to renegotiate can damage your professional reputation. If an unforeseen circumstance arises, it’s best to address it directly and professionally with the hiring manager, explaining your situation.

How quickly should I send a job acceptance letter?

Aim to send your job acceptance letter within 24 to 48 hours of receiving the official job offer. This demonstrates your enthusiasm and professionalism.

Can I accept verbally and then send a letter?

Yes, often candidates will accept verbally over the phone. However, a follow-up written acceptance letter is still crucial to formalize the agreement and reiterate key terms in writing. Always follow up a verbal acceptance with a written one.

How to Write a Job Acceptance Letter: Templates & Guide (2026)