1. What is a job offer letter?
  2. What to do before accepting a job offer letter?
  3. What are the components of a job offer letter?
  4. Writing a thank you letter
  5. How to write an offer letter acceptance mail?
  6. Offer letter acceptance mail format
  7. Tips to write a job offer acceptance letter

So you prepared for a job interview and got the offer?

Congratulations!

But have you figured out how to accept an offer letter professionally? If not, we are here to help.

In this blog, we discuss in detail,

  • What to do before accepting a job offer letter.
  • How to write an offer letter acceptance mail.
  • Tips to write a job offer acceptance letter.

What is a job offer letter?

A job offer letter is an employment contract provided by the organization to establish a job offer made to an employee.

The letter is a written proof of the compensation and rights that the new employee will be entitled to on joining the organization.

A job offer letter includes:

  1. General details like the company’s letterhead, employee name, location, etc.
  2. Reporting structure.
  3. Designation and work profile.
  4. Salary and remuneration.
  5. Policies.
  6. Perks and benefits.

What to do before accepting a job offer letter?

Before you ask how to accept an offer letter, it is important to evaluate the job offer and find out if the opportunity is right for you.

As eager and tempted you may be to accept that offer letter, we suggest you check some crucial things first.

Here is a check list for you to assess a job offer:

  • Evaluate relevance to your career path

Read through the job profile to identify the nature of the job, the company's objective and work culture.

Draw a list of ways in which the role will help you grow and support your career path in the big picture.

Also read: 7 Steps for Successful Career Planning.

  • Date of joining

Switching jobs may require you to serve a notice period, relocate or figure out other miscellaneous factors.

The date of joining on the offer letter should be agreed upon by both the employee and the recruiter.

Make sure that you are available to join on the decided date and adjust any prior plans accordingly.

If you feel the date does not suit you and is too early or too late, take it up with the HR or the recruiter and negotiate it before accepting the job offer letter.

  • Job description

Having job responsibilities outlined beforehand helps you make an informed job switch and gives a clear picture of expectations in the new role.

An effective job description must define important details like the company's name, division, designation, nature of the role, work requirement, etc.

Check the job offer letter for these details on the job profile.

If you think the description is unsuitable or misrepresented, take it up with the recruiter and get it amended before accepting the offer letter.

  • Policies

Accepting a job offer letter involves checking several factors that would affect you as an employee.

Company policy is one such crucial element for every working professional planning to join a new organization.

Employee-friendly company policies define the experience an organization aims to provide its people during their work term.

Better understanding of policies helps employees identify the benefits they are entitled to apart from the remuneration.

Check the job offer letter for important policies concerning leaves of absence, health care, workplace safety, code of conduct, etc., to evaluate the benefits you will receive from the company.

  • Salary offer and components

The salary breakup in the offer letter is a written financial statement of the proposed monetary compensation.

It defines the salary offered to a new joiner and discusses important components like basic salary, HRA (House Rent Allowance), LTA (Leave Travel Allowance), Special Allowance, PF, Gratuity, Bonus, Deductions, etc.

Evaluate your salary offer thoroughly before accepting the job offer letter.

Calculate the deductions, bonuses and variable salary components to estimate the net in hand salary you will be entitled to on joining the organization.

Use the Ambitionbox Salary Calculator to calculate your estimate take-home salary.

A sample salary annexure in the offer letter looks like this:

Benefits Monthly Annually
Basic salary
HRA
LTA
Special allowances
Statutory bonus
Total A
Reimbursements (B)
Conveyance
Medical allowance
Company’s contribution to PF
Annual entitlement
Medical insurance
Gratuity
Sub total
Gross Annual Fixed
Variable salary
Total cost to the company

Also read: Understanding Salary Breakup, Salary Structure, And Salary Components!

What are the components of a job offer letter?

A job offer letter is the official employment statement that defines the contractual rights an organization gives a new employee.

It is a very powerful tool as an offer letter effectively binds the employment term between an employer and employee.

The basic components of a job offer letter are:

  • General information

Details like employee's name, job title, employment grade, date of joining, office location, salary components, reporting structure, etc.

  • Salary annexure

The remuneration offered to the employee with details on bonuses, deductions, and allowances.

Also read: How To Negotiate Salary?

  • Perks and benefits

Non-monetary benefits like savings plan, medical policy for employee and family, life insurance, travel, leisure, and medical reimbursements, etc.

  • Non-compete policy

A policy that prohibits employees to work with the company's competitors for some time.

  • Non-solicit policy

A policy that prohibits employees from influencing other employees to leave their current employer and join the new opportunity.

  • Terms and conditions

The terms and conditions include the details of the organization, notice period, contractual bindings, etc.

Also read: How To Write A Formal Email? (Email Format and Samples)

Writing a thank you letter

A thank you letter is a written document that an employee writes to a recruiter or company for extending a job opportunity.

Job seekers who have received a job offer write thank you letter to acknowledge it personally.

Thank you letters are usually written to decline the job offer or to request more time to give a confirmation.

A thank you letter can include your take on the offer, personal emotions and does not necessarily demand your decision.

Here are a few things you need to know before writing a thank you letter.

  • Make it personal

Saying thanks is an emotion and writing it would only be justified when you do it without any obligation.

Keep the thank-you note personal and expressive.

  • Avoid errors

Even though the letter is written with personal intent, it is an official document.

Proofread the letter to avoid spelling errors, extra spacing, missing punctuation, and other basic mistakes.

Format it with the right spacing, font face, and size.

  • Address the receiver

Address the receiver of the letter with a proper salutation followed by the name of the person. You may include the first name if you know it.

  • Clarity of objective

The intent of your letter must be clear to the employer. Start with giving an appropriate subject line.

While writing the body, ensure that you talk about the reason for your thankfulness and what made you write the letter.

  • Sincerity

A thank you letter written with sincerity can leave a deep impact. Make sure you genuinely express your emotions without going over the board with them.

Read How To Write An Appreciation Or Thank You Letter (With Samples And Tips) to write an impressive and professional thank you letter.

How to write an offer letter acceptance mail?

The answer to how to accept an offer letter is right here.

Accepting a job offer is a crucial task and the best way to respond positively is by sending an offer letter acceptance mail.

An offer letter acceptance mail is the official confirmation by the job seeker to notify the recruiters about their positive response.

Since the acceptance letter marks the beginning of the employee on-boarding process, it needs to be well written and presentable.

Here are the main elements of a job offer acceptance letter:

Subject

The recruiters may not read through all the letters they receive, making subject lines important.

Write a clear and concise subject line that effectively communicates your objective.

A simple example of such subject lines could be Accepting the offer for the position or Job offer acceptance- Name.

Address the recruiter

Address the recruiter or the sender of the offer letter with a salutation followed by their name.

You can address the recipient by their first name to make it sound personal. In case you do not know the name, you can stick to ma'am or sir.

Body: Introduction

Start your job offer acceptance letter by expressing gratitude to the employer for selecting you to work with their company.

You can also use this chance to thank the recruiter and express enthusiasm towards the opportunity.

Body: Main content

In the main content, reiterate the details discussed with the recruiter.

You can also use this space to address any doubts or queries regarding the opportunity.

In case you want to negotiate with the employer on salary, start date, position, etc., do it before sending the official acceptance letter.

Body: Concluding paragraph

Close the letter with grace and enthusiasm. Use a closing line to address your expected response to the job offer acceptance letter.

Sign off

Sign the email professionally with a closing salutation followed with a signature and your contact details in the end.

Offer letter acceptance mail format

Email Subject

Salutation

Content Body

closing line

Sign off.

Here are a few Job Acceptance Letter Samples you can use to respond your recruiters.

Tips to write a job offer acceptance letter

Now that we have the answer to how to accept an offer letter, here are some pro tips to help you write a professional acceptance letter.

Establish the objective

Acceptance letter, as the name suggests, is written to accept a job offer. Start the letter by conveying acceptance.

Formally accept the job offer followed by gratitude for the opportunity and negotiation of the terms and conditions, if any.

Make it short and crisp

The employers may not always have the time to read through lengthy letters.

Keep your letter short and crisp and discuss only the important points.

Write a concise and simple acceptance letter that is quick to read and efficiently communicates your objective.

Express gratitude

Use this opportunity to thank the recruiter for interviewing and selecting you for the job opportunity.

You can also express your enthusiasm to work with the company.

Structure the letter

Before you start writing your letter, define the structure of the content mentally.

Identify the reader, objective, and intent to draft the acceptance letter professionally. Write the letter with a professional outlook.

Re-iterate the details

A job offer acceptance letter is the best opportunity to discuss and reconfirm the details discussed with the recruiter off the records.

Use the acceptance letter to recap the designation, remuneration, and perks offered by the organization.

In case you received an offer letter or email with all the details, just focus on asking things you are unsure of instead of reiterating the official offer.

Proofread, check, edit, repeat

An acceptance letter is a very important document as it is the first official communication between the employer and employee.

Errors and unprofessional formatting may reflect a lack of attention, hampering your first impression.

Double-check the email for spelling and grammatical errors, inappropriate punctuation marks and spacing issues before sending it out.

Suggested readings:

All the Best!

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