The final step to secure your new role is sending a formal, well-written job acceptance email. This email serves as your official confirmation that you are taking the position and solidifies the terms of your employment. It is a professional courtesy that sets a positive tone for your new working relationship and ensures both you and your new employer are aligned on the details before you start.
What to Do Before You Write the Email
Before you begin composing your acceptance email, carefully review the official, written job offer letter. This document is more than a formality; it is a legal record of your employment terms. Scrutinize every detail to ensure it matches your verbal discussions and expectations. Confirm that the job title, responsibilities, and the name of your direct supervisor are all listed correctly.
Pay close attention to the compensation and start date. Verify that the base salary, any potential bonuses, and the payment schedule are accurately documented. The offer should also clearly state your start date and work schedule. If you have any planned vacations or require a specific start date to accommodate a notice period at your current job, ensure this is reflected.
The offer letter should also outline benefits, such as health insurance, retirement plans, and paid time off, and any special perks you negotiated. If any of these details are missing, inaccurate, or unclear, you should contact the hiring manager for clarification before sending your formal acceptance. Addressing discrepancies at this stage prevents future misunderstandings.
Key Components of a Job Acceptance Email
Professional Subject Line
Your email’s subject line should be clear and concise, allowing the recipient to immediately understand its content. State your purpose directly to ensure it gets noticed. An effective subject line includes your name and a straightforward statement, such as “Job Offer Acceptance – [Your Name].”
Formal Salutation
Begin your email with a professional greeting addressed to the person who offered you the position. Use their proper title and last name, for example, “Dear Mr. Smith” or “Dear Ms. Jones.” This maintains a respectful and formal tone.
Expression of Gratitude
Start the body of your email by thanking the employer for the opportunity. A simple and sincere expression of gratitude shows your appreciation for their decision and your excitement about the role. You can mention that you are looking forward to joining the team.
Clear Statement of Acceptance
This is the core of your email, where you unambiguously accept the job. Use a direct and formal sentence to confirm your decision. A statement like, “I am writing to formally accept the position of [Job Title] at [Company Name]” leaves no room for misinterpretation.
Confirmation of Key Terms
Briefly reiterate the main terms of employment to confirm your mutual understanding. Mention your agreed-upon start date and salary to ensure everyone is on the same page. For example, “As we discussed, I accept the starting salary of [Salary Amount] and will begin on [Start Date].”
Inquiry About Next Steps
Show your proactiveness by asking about the onboarding process. Inquire if there are any forms, documents, or other administrative tasks you need to complete before your start date. This demonstrates your readiness for a smooth transition.
Professional Closing
End your email with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name. This provides a polished and courteous finish to your correspondence.
Job Acceptance Email Template and Example
A template can help you include all necessary components in your acceptance email and maintain a professional tone.
Template:
Subject: Job Offer Acceptance – [Your Name]
Dear [Mr./Ms./Mx. Last Name],
I am writing to formally accept the offer for the position of [Job Title] at [Company Name]. I am very grateful for this opportunity and excited to join your team.
As we discussed, I accept the starting salary of [Salary Amount], and my start date will be [Start Date]. I have reviewed the terms of the offer and am pleased to confirm my acceptance.
Please let me know if there are any documents or additional information you need from me before I begin.
Thank you again for this opportunity. I look forward to contributing to the company.
Sincerely,
[Your Name]
Example:
Subject: Job Offer Acceptance – Jane Doe
Dear Ms. Garcia,
I am writing to formally accept the offer for the position of Marketing Coordinator at Innovate Corp. I am very grateful for this opportunity and excited to join your team.
As we discussed, I accept the starting salary of $55,000, and my start date will be August 5, 2025. I have reviewed the terms of the offer and am pleased to confirm my acceptance.
Please let me know if there are any documents or additional information you need from me before I begin.
Thank you again for this opportunity. I look forward to contributing to the company.
Sincerely,
Jane Doe
Common Mistakes to Avoid
One of the most significant errors is attempting to renegotiate salary or other terms within the acceptance email itself. Any negotiations should be concluded before you formally accept the position; this email is for confirmation, not further discussion.
Avoid using overly casual or informal language, slang, or emojis, as this can appear unprofessional. Always proofread your email for typos and grammatical errors, as mistakes can suggest a lack of attention to detail.
Refrain from asking about basic information that has already been provided in the offer letter or during previous conversations. This can imply that you have not reviewed the materials carefully. Aim to send your acceptance email within 24-48 hours of receiving the formal offer to show your enthusiasm and respect for the employer’s timeline.