A professional job acceptance email is the final confirmation of your successful job search. This communication solidifies the terms of your employment and sets a clear, appreciative tone for your new professional relationship. It ensures both you and your new employer are aligned as you transition from a candidate to a team member.
What to Confirm Before Replying
Before sending a reply, carefully read the official offer letter from the employer. This document is a legally binding contract outlining your employment conditions. Verify that all the details match what was discussed during interviews and any negotiation conversations.
Pay close attention to the stated salary, job title, and the benefits package, including health insurance, retirement plans, and paid time off. Cross-reference the start date to ensure it aligns with your availability and any notice period. If any elements are unclear or differ from your verbal agreements, contact the hiring manager or HR to resolve discrepancies before you formally accept in writing.
Key Elements of an Acceptance Email
Your acceptance email should be structured, professional, and clear. The construction of this email is your first opportunity to demonstrate the professionalism and attention to detail you will bring to the role.
Professional Subject Line
The subject line should be direct and immediately informative for the recipient. It must clearly state its purpose to ensure it is noticed and processed correctly. Use a format that includes your name and the position you are accepting, such as: “Job Offer Acceptance – [Your Name]” or “[Job Title] – Offer Acceptance – [Your Name].”
Formal Salutation
Begin your email with a formal and respectful greeting. Address the person who sent you the offer, typically the hiring manager or HR representative, by their correct name and title. Use “Dear [Mr./Ms./Mx. Last Name]” for a formal approach. “Dear [First Name]” is also appropriate if your previous communications have been on a first-name basis.
Statement of Gratitude
Following the salutation, express your appreciation for the opportunity. A simple and sincere statement of thanks sets a positive and gracious tone. You can write something like, “Thank you very much for offering me the position of [Job Title] at [Company Name].”
Explicit Acceptance of the Offer
The core of the email is your direct statement of acceptance, which should be unambiguous. A clear sentence such as, “I am delighted to formally accept this offer and look forward to joining the team,” serves this purpose perfectly and confirms your commitment.
Confirmation of Key Details
To ensure complete alignment, briefly reiterate the main terms of the offer as you understand them. This includes your agreed-upon starting salary, job title, and employment start date. For example, you could state, “As we discussed, my starting salary will be [Agreed Salary], and my first day of employment will be [Start Date].”
Professional Closing and Signature
Conclude your email with a professional closing, such as “Sincerely,” or “Best regards,” followed by your full name. Below your name, include your phone number and a link to your LinkedIn profile, making it easy for your new employer to have your contact information readily available.
What to Avoid in Your Acceptance Email
It is also important to understand what to omit. This email is a confirmation, not a platform for further negotiation. Attempting to reopen discussions about salary, benefits, or other terms after receiving the formal offer letter is unprofessional and may jeopardize the offer.
Avoid using casual language, slang, or emojis. Also, this is not the time to ask logistical questions about vacation policies or office dress codes unless they need confirmation. Keep the content focused strictly on the job offer acceptance.
Job Acceptance Email Template
The following template incorporates the key elements of a professional and effective job acceptance email. It is designed to be a clear, concise, and gracious confirmation that you can adapt for your specific situation. This structure ensures you cover all necessary points while maintaining a professional tone.
Subject: Job Offer Acceptance – [Your Name]
Dear [Hiring Manager’s Name],
Thank you again for offering me the position of [Job Title] at [Company Name]. I was very excited to receive the offer and am delighted to formally accept. I am eager to join the team and contribute to your goals.
As outlined in the offer letter, I am accepting the starting salary of [Agreed-Upon Salary]. I also confirm that my start date will be [Start Date].
I look forward to this opportunity and am excited to begin working with the team. Please let me know if there is any paperwork or additional information you need from me before my start date.
Sincerely,
[Your Name]
[Your Phone Number]
[Link to your LinkedIn Profile (Optional)]