Crossing the Finish Line:Writing a Job Acceptance

Letter

You Won the Race!

• Purpose• What to Include

• Specifics• Format• Tone

You have the JOB of your dreams! Now it’s time to write the JOB ACCEPTANCE LETTER!

The Purpose

• Accepts a job offer• Briefly reaffirms the offer to complete the legal contract between you and the firm

• May request clarification

What to Include:

• Appreciation for the Offer

• Statement of Acceptance

• Brief Reaffirmation of Employment Conditions

• Any Instructions Based on Employment or Notices

1. Appreciation for the Offer

• Placement: First Paragraph• Be appreciative and sincere• Reaffirm Offer: Clearly restate the job offer you received.

For Example: “Thank you for offering me a Sales Associate Position at Denmark Inc.”

2. Statement of Acceptance

• Placement: Follows the “Appreciation for the Offer” in the First Paragraph

• Clearly state that you accept the position that was offered to you

3. Reaffirmation of Employment Conditions

• Placement: Within the body of the letter, in the paragraphs following the first paragraph

• Restate the conditions of your employment: These should be pre-determined and accepted by both parties.

• This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position.

Can I still negotiate job conditions in my acceptance letter?

• Any issues or job details that may be negotiable, should not be addressed for the first time in a job acceptance letter.

• When accepting a position, the applicant should have a complete understanding of the position and related details.

• It is not appropriate to address serious issues or concerns after accepting a position.

• The applicant should discuss any questions or concerns he/she may have with the employer before accepting a job offer.

• Placement: Place after the “Reaffirmation of Employment Conditions” and before closing

• Possible information to request:– Starting date of employment– Where to go?– Who to contact?

4. Instructions Based on Employment or Notices

A Winner’s Attitude: Tone

• The tone is the writer’s attitude toward the reader and the subject of the message.

• The tone that the writer uses will affect the way the message of the letter is conveyed and how effectively the reader will understand and act upon this message.

What kind of “tone” should I use?

• Write confidently---but not too confidently

• Be courteous and sincere• Use nondiscriminatory language• Stress the “You” Attitude• Utilize an appropriate level of difficulty

Tone: Writing with Confidence

• An employer will welcome a confident attitude and a self-assured personality.

• However, an over-confident attitude may affect the way a message is perceived. It may sound arrogant or presumptuous.

For Example: NOT: “I am a valuable addition to your team and will meet and surpass your expectations.”

INSTEAD: “I look forward to joining your team and striving to meet and surpass the job expectations.”

Tone: Courteous & Sincerity

• When writing a job acceptance letter an applicant must show their appreciation for the offer in a way that is sincere

For Example: NOT “You are truly wonderful for offering me such a prestigious position.”

INSTEAD “Thank you for offering me a Sales Representative position.”

• The applicant should never use language or convey a message that discriminates against any group or individual.

• It is unprofessional to exhibit prejudicial behavior or to stereotype individuals.

Tone: Use Nondiscriminatory Language

•Emphasize the employer and company interests rather than the interests of the writer

For Example: NOT “I hope to gain valuable experience as a Sales Representative at Forest Foods International.”

INSTEAD “As a Sales Representative, my objective is to maximize client relations.”

Tone: Stress the “You” Attitude

•The text and message in the letter should match the readability and knowledge level of the reader

For Example:An acceptance letter for an internship position in Aviation Administration:

NOT “I look forward to learning about airplanes.”INSTEAD “I look forward to learning about the manufacturing of aircraft and engines and working with marketing divisions of various airlines.”

Tone: Utilize an appropriate level of difficulty

A Winner’s Gameplan: Format

• Block Form• Components

– Personal Address– Recipient Address– Salutation– Body– Closing– Signature– Notations

• Size 12• Fonts

– Times New Roman– Helvetica– Arial– Garamond

The Job Acceptance Letter Model

Date First and Last NameTheir position/titleCompany NameAddressAddressCity, State, Zip Code Dear Ms./Mr./Dr. Last Name, The first paragraph of your job acceptance letter should contain your appreciation for the offer. This will reaffirm the offer. In addition, include a statement of acceptance that clearly states that you accept the position. Reiterate the position/job title/responsibilities at ______ company, and on what basis: Full-time, Internship, Part-Time, Semester Basis, etc… In the body paragraph, include a reaffirmation of employment conditions. In other words, you are restating the conditions of your employment. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position. In addition, in the body paragraphs request instructions based on your employment. If necessary, ask when you will began employment, if there is any additional information needed, or if you need any new contact information. This is part of the preparation for your employment, it shows that you are organized and detailed-oriented. Your conclusion should briefly thank your employer again for the offer. Show your excitement and interest to begin a new job with their company.  Sincerely, Your Signature (handwritten) 

Your First and Last Name (typed)

And the Race Goes On….

Off to Work you GO!

Where can you go to find extra help on your job acceptance letter?

Purdue University Writing Lab

Heavilon 226 Grammar Hotline:

(765) 494-3723 Check our web site:

http://owl.english.purdue.edu

Email brief questions: owl@owl.english.purdue.edu

Help with drafting, revising, and editing your resumes and cover letters

The End