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You did it! You went through the grueling job application process, sent impressive career documents, landed an interview, rocked it, and the company finally extended a job offer. Phew, you are done, right? Not exactly. Accepting an offer isn’t as simple as saying, “Thanks! I’ll take it.” You need to make sure you are happy with all the employment terms, you and your employer are on the same page, and everything is formalized.
In this article, we’ll discuss how to accept a job offer in the right way, and provide job acceptance email templates. Let’s get started!
How to Accept a Job Offer: Step-by-Step Guide
When you receive a job offer, your employer will typically follow a series of steps. They often start with a verbal offer, either directly or through a recruiter. Once you confirm your interest and agree to the terms, they will send you an official written offer. Keep in mind that the process can vary from company to company.
Step 1: Understand and Clarify the Offer
- Verbal Acknowledgment: When the hiring manager informs you of their decision, they are giving you an informal job offer. Express your gratitude and enthusiasm for the opportunity. If you’re happy with the terms, you can verbally accept the offer during this conversation. However, it’s often best to request a few days to review the offer thoroughly.
- Clarify Terms: It’s crucial to fully understand all details of your job offer, including salary, work hours, and job title. If any aspect remains unclear, don’t hesitate to ask for clarification. When evaluating an offer, don’t just focus on the salary; consider other factors such as benefits, work-life balance, and the company’s culture to ensure it aligns with your broader goals. For more on this, check out how to evaluate a job offer.
- Negotiate: Remember, there’s usually room for negotiation. Don’t hesitate to negotiate terms, but ensure you do so strategically. You can find tips on how to negotiate job offers effectively here.
Example Conversation:
Hiring Manager: “We’d like to offer you the position of Marketing Manager with a starting salary of $70,000 per year.”
You: “Thank you so much! I am very excited about this opportunity. Could I have a couple of days to review the details?”
Step 2: Discuss and Verbally Accept the Offer
- Discuss Terms: Once you and the employer have discussed and agreed on the terms of the offer, you should verbally accept it. Confirm the next steps in the process, such as when and how you will receive the formal offer letter, and inquire about any onboarding procedures or documents needed.
Example Conversation:
You: “Thank you for discussing the terms with me. I am pleased to accept the offer for the position of Marketing Manager at XYZ Corporation. I am excited about the opportunity to join the team. Could you please confirm the next steps?”
Step 3: Receive and Review the Official Job Offer
- Written Offer: The employer will send you an official offer letter, outlining key details like compensation, benefits, and position type. Review it carefully and ensure it matches what was discussed. If, for some reason, they do not send you an official job offer, be sure to ask for it.
Step 4: Formally Accept the Job Offer with a Written Acceptance
Even if you have verbally replied in the affirmative, it is good to follow up with a written job acceptance email/letter. Not only is it courteous and professional, but it also ensures there are no misunderstandings about the terms of employment. Here’s what your message should include:
- Thank the Hiring Manager: Start your written acceptance by expressing gratitude. Mention the job title and the company’s name. For example, “Thank you for offering me the role of Marketing Manager at XYZ Corporation.”
- State Acceptance: Clearly accept the job offer. You might add a note about looking forward to the new role. For example, “I am happy to officially accept your job offer. I am eager to contribute positively at XYZ Corporation.”
- Clarify Terms: If all terms (salary, benefits, job title) are included in the offer letter, confirm your acceptance of these terms. If any negotiated terms are missing, document them in your acceptance email. For instance, “As discussed, my starting salary is $75,000, and I will work from home twice a week.”
- Confirm Start Date: To avoid confusion, reconfirm your start date and notice period in your acceptance letter. For example, “I am required to serve a six-week notice period at my current job, so I can start on Tuesday, March 19th.”
- Express Enthusiasm: Show your enthusiasm for the role and ask if there’s anything you need to do to prepare. For example, “I am excited to join the team. Please let me know if there’s anything I need to do before my start date.”
- E-Signature or Physical Signature: If you received the offer letter electronically, follow up with an electronic signature to formalize your acceptance. If you received a physical offer letter, you might need to sign it and send it back. Ensure you follow the employer’s instructions on how to return the signed document.
Format and Structure of Acceptance Email/Letter
- Subject Line: Make it clear and professional, e.g., “Job Offer Acceptance – [Your Name]”.
- Opening Paragraph: Thank the hiring manager and formally accept the offer.
- Body Paragraph: Confirm the key terms and conditions, including salary, benefits, and start date.
- Closing Paragraph: Express enthusiasm for starting the new role and gratitude once more.
- Signature: Add a physical or digital signature.
Job Acceptance Email Templates
In this section, we have shared 2 job acceptance templates for different circumstances. The generic email is used when the job offer is accepted as initially presented, without any need for further discussions or adjustments. The negotiated email is used when the candidate has discussed and agreed upon different terms from the original offer, necessitating the mention of these specific changes.
Letter 1: Generic Acceptance Subject line: Susannah Waters – Offer Acceptance Dear Mr. John, I am writing to formally accept the role of Senior Attorney at ABC Advocates. I am grateful for this offer and delighted to join such an esteemed firm. As the offer letter states, I accept a salary of £100,000 with a 5% commission and a paid yearly vacation of two weeks. I am excited to join ABC Advocates and meet other attorneys on 1st December 2022. Kindly let me know if you need any support documents before my start date. I appreciate your confidence in me, and I look forward to meeting you soon. Sincerely, |
Letter 2: Negotiated Acceptance Subject line: Nicholas Black – Accepting Updated Offer for Financial Manager Dear Robert, Thank you for offering me the position of Financial Manager at ABC Corp. I am pleased to accept your offer and look forward to joining the team on December 12th, 2022. I appreciate all the efforts you made to accommodate my requests. As we discussed, my starting salary will be $60,000, with benefits available after two months. I am excited about the opportunity to contribute to ABC Corp’s mission and am enthusiastic about the work ahead. If you need any additional information from me before my start date, please let me know. Thank you once again for this opportunity. I look forward to working with you soon. Sincerely, |
Tips for Accepting a Job Offer Professionally
Accepting a job offer professionally helps set a good note in your career journey. Here are a few tips to keep in mind while doing so:
- Be Prompt: Respond within a reasonable timeframe to demonstrate your interest and professionalism.
- Stay Professional: Maintain a professional and courteous tone in all communications. Express gratitude and enthusiasm for the opportunity, ensuring your tone remains positive and respectful throughout.
- Ask Questions: If you have any uncertainties about the offer, seek clarification. It’s important to fully understand all aspects of the role and the terms of employment before accepting.
- Stay Organized: Keep copies of all correspondence related to the job offer, including the offer letter, your acceptance, and any related emails. This helps you maintain a record of all agreed terms and conditions.
- Request Onboarding Information: Ask for details about the onboarding process, such as necessary paperwork, orientation schedules, and any materials you should review before your start date. This shows your proactive approach and eagerness to get started.
- Notify Your Current Employer: If you are currently employed, inform your current employer of your resignation professionally after formally accepting the new offer. Provide adequate notice and offer to assist with the transition to ensure a smooth handover.
- Use the Same Medium: Convey your acceptance using the same medium your employer used to send the offer. Typically, if the company sends the offer via email, reply with your acceptance through email. If the offer was sent by post, send a hard copy of your acceptance letter.
Accepting a job offer is exciting. It marks the onset of a new chapter in your professional life. Make sure to do it the right way.
Start by verbally accepting the offer during a phone call or meeting, expressing gratitude and enthusiasm. Follow up with a formal written acceptance, confirming details such as salary, benefits, and start date. Always thank the hiring manager, clearly state your acceptance, and confirm any negotiated terms. Reiterate your start date to avoid confusion.
Lastly, proofread your acceptance letter or email before sending it to maintain professionalism. If you need career advice, feel free to reach out for help.
