How to Write a Job Acceptance Letter (+ Template)

You did it! You got through the process of writing both a CV and cover letter. You made it through at least one round of interviews. And now it’s all done: they’ve made you an offer. Your dream job is yours, you just have to accept the offer. If only you knew how to write a job acceptance letter.

Worry not. Soon, you’ll learn how to write an acceptance letter that builds on the good impression you’ve already made and cements the conditions you worked so hard to negotiate.

In this guide, you'll see how to accept a job offer professionally. You'll immediately know how to write a job acceptance letter from scratch, using our dedicated job offer letter template for any jobseeker.

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Had a different letter in mind? See:

• Apology Letter Sample
• Appeal Letter Sample
• Appointment Letter Sample
• Appreciation Letter Sample
• Leave Letter Sample
• Recommendation Letter Sample
• Reference Letter Sample
• Resignation Letter Sample
• Retirement Letter Sample
• Termination Letter Sample

Job acceptance letter template 

Now that you know what a good job acceptance letter looks like, it’s time to get down to writing yours—here’s how: 

1. Start your job acceptance letter with a proper header and salutation

Your acceptance letter is a formal document and a business letter with a typical structure. Make sure it plays the part well. Start with the header: align to the right your name, postal address, email, and phone number. Leave a line and add the date of writing, keeping in mind that the full date format (e.g. ‘18th April 2022’) is usually the best option. Leave another line.

Align to the left your reader’s full name, job title, company name, and company address. Leave a line and type out the salutation. Are you on a first-name basis? Use ‘Dear + First Name’ Otherwise, stick with ‘Dear + Mr/Ms Surname’. You’re not colleagues quite yet. Follow this by a comma and leave a line.

Job acceptance letter template: header and salutation

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2. Accept the job offer before doing anything else in your acceptance letter

Your job acceptance letter is there to, unsurprisingly, accept the job that’s been offered to you. Don’t leave your reader hanging, this isn’t the time for suspense. State clearly that you accept the job offer. Mention your new job title, the organisation by name, and your new direct superior (optional).

Job offer letter template: opening paragraph

3. Summarise the conditions you agreed on during the hiring process

This part of your acceptance letter is extremely important, as it re-states the details you agreed on during the hiring process. It’s not about assuming ill will on your new employer’s part—it’s just that misunderstandings happen. Hiring managers talk with many candidates before making a decision, and honest mistakes can be made.

It’s a very good idea, then, to summarise the conditions you agreed to during your last interaction with the employer. Things like pay, benefits, leave, and probation or trial periods. There’s no need to repeat these things if they’re already detailed in the offer letter, but do explicitly accept them.

Job offer letter template: main body paragraph

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4. End your acceptance letter with an expression of gratitude and sign off properly

Saying ‘thank you’ isn’t just good manners. Studies show that expressing gratitude builds good will. So, express gratitude. Thank your reader for their time and participation in the recruitment process. Thank them for any experiences or advice they shared during your interviews. They’ll appreciate it.

This is also the perfect opportunity to confirm any training, onboarding or orientation dates mentioned in the offer letter or elsewhere. The same goes for your all-important first day. If these dates haven’t been set yet, take the opportunity to gently remind them by writing that you await further details.

You’re so close to having accepted the job offer! The last thing you need to do is sign off. There’s a right way to do this and it couldn’t be simpler. Use ‘Yours Sincerely’, leave a few lines blank for your handwritten signature (or a digital image of the same), and type out your full name.

Job acceptance letter template: closing paragraph and sign-off

5. Pay particular attention to your job acceptance letter formatting

Your job acceptance letter is an example of a business document, and it follows a standardized business letter format. That’s why it’s so important that you follow our advice and set out your header properly. In addition, keep these formatting tips in mind:

Leave the margins at the default and include plenty of white space

Leave all four margins at one inch. Increase the line spacing to 1.15 and double space between paragraphs. Acceptance letters are typically quite short, so you should have no trouble fitting it on one A4 page. Drop the line spacing to 1.00 if you have a laundry list of conditions to confirm.

It’s likely that your job acceptance letter will be even shorter than our sample letter. This is a perfect opportunity for you to make effective use of white space. Let your words breathe. Including lots of white space makes any document easier and more pleasant to read.

Use a professional-looking font

Choose an elegant, easy-to-read CV font for your job acceptance letter. Something like Garamond, Arial, or Calibri will be perfectly fine. Leave the font size at 11–12 points. You don’t want the font to draw any attention to itself. You also don’t want your reader squinting at their screen or a printout.

Save the finished acceptance letter in PDF

You’re probably emailing your job acceptance letter. Use PDF rather than something like a *.docx file when saving your letter. It’ll help preserve your formatting and layout and will look the same on most devices. It also prints more predictably than other formats, just in case your letter is archived in hardcopy.

Are you confident that you now know how to write a job acceptance letter? Writing a letter of job acceptance is the simplest part of the recruitment process, but none of us is born knowing how to do it. Leave your questions, comments, and experiences down below. And congratulations on your new job!

How we review the content at LiveCareer

Our editorial team has reviewed this article for compliance with Livecareer’s editorial guidelines. It’s to ensure that our expert advice and recommendations are consistent across all our career guides and align with current CV and cover letter writing standards and trends. We’re trusted by over 10 million job seekers, supporting them on their way to finding their dream job. Each article is preceded by research and scrutiny to ensure our content responds to current market trends and demand.