How to Write an Offer Letter Acceptance Mail? [Samples & Templates]

Job hunting has become easier with the plethora of platforms accessible online. In the pre-internet era, one had to look for newspaper job advertisements and wait days to receive a job offer letter from a postman. With the internet, it is so simple to share and receive an offer letter via email. As much as it has become easier to receive it by mail, it is all the more important that you go through all the terms and conditions, understand them, and write an acceptance reply mail. In this blog, we will discuss how to write an offer letter acceptance mail as well as provide you examples and the proper format to use when writing one.

Tips to Write an Offer Letter Acceptance Mail

It is a sheer delight and joy to receive an offer letter from a company or organization that you have been dreaming of working for. It is just as exciting to get an offer with a salary hike that you worked tirelessly for. In that thrilling moment, keep in mind that you must respond to that offer with utmost sincerity and a clear understanding of every detail that it contains.

Writing a professional acceptance mail leaves a good impression on the employer who is hiring you. Here are a few things to keep in mind while writing the accepting job offer email:

Also Read: Things to Consider Before Accepting a Job Offer

1. Read the Offer Letter Carefully

It is crucial to go through all the components of an employment contract line-by-line attentively. The recruiter may ask you to share the documents that you need to sign along with the offer letter. Get in touch with your recruiter if you have any doubts or want to double-check the meaning of any terms and conditions provided in the employment letter.

2. Add an Appropriate Subject Line

The subject line conveys the context of your email. It is important to retain the same subject line as received by the recruiter. Otherwise, you may also write the subject line as:

• Acceptance to the Offer Letter – [Your Name]
• Job Offer Acceptance – [Your Name]

3. Add Proper Salutation

The salutation addresses the person you are writing to. Keep it simple. Use the following salutations: 

• Dear Sir/Madam
• Respected Sir/Madam
• Dear Mr./Ms. [Name]

4. Start with Expressing Gratitude

Start the body of the mail by thanking the recruitment committee for hiring you for the concerned position. Expressing gratitude implies mutual courtesy and respect. You may start your letter as:

• Thank you for offering me the position of [Name] in the XYZ department of your company.
• I extend my heartfelt thanks for offering me the opportunity to work in your company at XYZ position.

5. Acknowledgment of the Employment Details

Write a formal statement accepting the job offer. You may highlight some specific terms that you confirm confidentially, such as salary offer, job description, joining data, etc. You may write this acknowledgment as follows –

• I am delighted to accept your offer and look forward to joining your team as a [position].
• I hereby accept the offer of employment and am ready to take charge of the XYZ responsibility.
• I am pleased to inform you that I am accepting the offer for the position of XYZ at your company.

6. Closing Notes

End the letter by thanking again and with closing salutations such as:

Thank you once again for the offer. I will do my best to uphold the high standards set by your organization.

 Yours sincerely,

 [Your Name]

Thank you again for the opportunity. I look forward to starting the job on [Joining Date].

Warm Regards,

[Your Name]

7. Proofread Your Email and Send It Within the Deadline

Make sure that you proofread your mail before sending the offer letter acceptance mail. It should not contain any grammatical or spelling mistakes. Be sure to share your acceptance reply well within the deadline. Try not to keep this pending until the last day of the deadline.

Also Read: How to Reject a Job Offer

Job Offer Acceptance Mail Samples

When crafting an acceptance letter, it is normal to experience both nervousness and excitement. Here are some examples that can help you understand how to accept a job offer via email. Use these samples as a guide to create your job acceptance email. 

Sample 1: Offer Letter Acceptance Email Reply 

When you receive a job offer letter with details that align with your employment idea, write a simple acceptance reply to the hiring manager. Here is a sample mail for you:

To: [HR’s Email Address] CC: [Hiring Manager’s Email Address] BCC: Subject: Accepting the Job Offer Dear Sir/Madam, I am writing this email in response to the offer letter mail received on [DD/MM/YYYY] stating my selection for the position of [title] in your company. I would like to thank you for extending the opportunity, and I am delighted to share my acceptance of the same. I am prepared to join your team on the starting date in your offer letter, which is DD/MM/YYYY. I would like to reconfirm the important employment details in my offer: My annual CTC is ₹4LPA, and my work timings are 10 a.m. to 6 p.m. (Monday to Friday) with weekends off. I would like to know if there are any other formalities I need to complete before I join. Thank you again for this amazing opportunity to kick-start my career. Yours sincerely, [Your Name]

Sample 2: Job Acceptance Email Sample For When You Need Some More Details

Here is another sample that you may refer to for writing the offer letter acceptance email reply:

To: [HR’s Email Address] CC: [Hiring Manager’s Email Address] BCC: Subject: Job Acceptance Mail for the Role of [profile you applied for]. Dear Mr./Ms. [Recipient’s Name] I want to express my gratitude for the job opportunity of [title] that you extended to me in your [company name]. By sending this email, I formally accept your offer. I am waiting eagerly to join work on the expected start date of DD/MM/YYYY. I look forward to fulfilling my work responsibilities to the best of my ability and helping the company achieve its goals. My annual pay of [amount] is apparent to me, but I’m still unsure about the other perks, such as insurance and health care. I would, therefore, like to know more about them. I consent to all of your company’s rules and regulations. I’ve attached all the necessary documents with this email, as mentioned in the offer letter. Please let me know if any other documents are still required. Thank you again for this offer. Yours sincerely, [Your Name]

To know more about the kind of benefits an employee receives, refer to these top employee benefits and negotiate accordingly in the offer letter acceptance mail. 

Sample 3: Job Offer Acceptance Mail to Re-confirm Payment Criteria

Here is another sample that you may refer to for writing the offer letter acceptance email reply to reconfirm how the company will pay you:

To: [HR’s Email Address] CC: [Hiring Manager’s Email Address] BCC: Subject: Job Acceptance Mail for the Role of [profile you applied for]. Dear Mr./Ms. [Recipient’s Name] I thank you for hiring me for the position of [Title] with [Company Name], and with great delight, I accept this offer. According to the mail I received, I would be paid on an hourly basis. The amount paid per hour of work will be [Amount]. The minimum and maximum number of working hours per week for me are [Number] hours and [Number] hours, respectively. Anything less than the minimum working hours entails a 10 percent payment deduction. The job timings will remain flexible, and I will have two weekly offs on Saturday and Sunday. I request you to please inform me of any important company policies that apply to hourly employees. Thank you for extending this offer. Yours sincerely, [Your Name]

Sample 4: Job Offer Letter Acceptance Mail For Project-Based Employment Contract

Here is another sample that you may refer to for writing the offer letter acceptance email reply to the supervisor who has hired you for a fixed-term project:

To: [HR’s Email Address] CC: [Hiring Manager’s Email Address] BCC: Subject: Job Acceptance Mail for the Role of [profile you applied for]. Dear Mr./Ms. [Recipient’s Name] I am thrilled to have been offered the [Title] position at [Company Name], under the guidance of [Supervisor Name]. This project will provide me with an opportunity to gain comprehensive knowledge of project management. With my four years of experience and expertise in the subject matter, I am confident that I can assist you in successfully completing and delivering this project. As per the contract details, my tenure will begin on DD/MM/YYYY for the next two years. My salary package is [Amount], and I am entitled to [Number] paid leaves per year and also overtime work payments. As discussed, my incentives and bonus will be decided based on my performance. I have signed the offer letter and read the terms and conditions carefully. I am eagerly looking forward to working under your leadership and am determined to do my best for the successful execution of the project at every stage. Thank you once again. Yours sincerely, [Your Name]

Sample 5: Job Offer Acceptance Letter Sample For Negotiating Conditions

There may be a scenario where your company may draft an offer letter mail that you might want to renegotiate. Here is a sample for you if you wish to negotiate the terms and conditions of the offer: 

To: [HR’s Email Address] CC: [Hiring Manager’s Email Address] BCC: Subject: Job Offer Acceptance – [Your Name] Respected Sir/Madam, It gives me great pleasure to receive the job offer from your prestigious company for the position of [title] in [location]. I would like to thank you for this opportunity. I have read all the terms and conditions of employment, and I am very interested in accepting this offer. Before I accept the position in full, I would like to ask you to renegotiate the salary. After taxes and other deductions, I would receive a salary of [amount] per month. To meet the additional costs of relocating to another city and meet my family’s expenses, I would like an increase in my annual CTC of at least 20%. My qualifications, experience, and total commitment to the position justify this increase. I would be very much obliged and grateful if you could consider and accept my request, and would be happy to commence working on the date [DD /MM/YYYY]. Once again, I thank you for your offer. Yours sincerely, [Your name]

Conclusion 

While sending the offer letter acceptance mail, you must behave professionally, have patience, and communicate openly to clear all doubts regarding your selection. There are numerous opportunities in every field, go ahead and apply for jobs, and use this guide to draft your acceptance email. 

Was this blog helpful in drafting your offer letter acceptance mail? Share with us in the comments section below. If you are a job seeker who is applying for jobs currently, learn how to write a job application letter to apply for your dream job.

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