Crossing the Finish Line: Writing a Job Acceptance Letter A presentation brought to you by the Purdue University Writing Lab.

Crossing the Finish Line:Writing a Job Acceptance Letter

A presentation brought to you by the A presentation brought to you by the

Purdue University Writing LabPurdue University Writing Lab

You Won the Race!You have the JOB of your dreams!

Now it’s time to write the JOB ACCEPTANCE LETTER!

PurposePurpose What to IncludeWhat to Include SpecificsSpecifics FormatFormat ToneTone

The Purpose

Accepts a job offerAccepts a job offer Briefly reaffirms the offer to complete the Briefly reaffirms the offer to complete the

legal contract between you and the firmlegal contract between you and the firm May request clarification May request clarification

What to Include:

Appreciation for the OfferAppreciation for the Offer

Statement of AcceptanceStatement of Acceptance

Brief Reaffirmation of Employment ConditionsBrief Reaffirmation of Employment Conditions

Any Instructions Based on Employment or Any Instructions Based on Employment or NoticesNotices

What to Include: 1. Appreciation for the Offer

• Placement: First ParagraphPlacement: First Paragraph• Be appreciative and sincereBe appreciative and sincere• Reaffirm Offer: Clearly restate the job offer Reaffirm Offer: Clearly restate the job offer

you received.you received.

For Example: For Example:

““Thank you for offering me a Sales Associate Thank you for offering me a Sales Associate Position at Denmark Inc.” Position at Denmark Inc.”

What to Include: 2. Statement of Acceptance

Placement: Placement:

Follows the “Appreciation for the Offer” in the Follows the “Appreciation for the Offer” in the First ParagraphFirst Paragraph

Clearly state that you accept the position that was Clearly state that you accept the position that was offered to youoffered to you

What to Include: 3. Reaffirmation of Employment

Conditions Placement: Placement:

Within the body of the letter, in the paragraphs following Within the body of the letter, in the paragraphs following the first paragraphthe first paragraph

Restate the conditions of your employmentRestate the conditions of your employment: These should : These should be pre-determined and accepted by both parties.be pre-determined and accepted by both parties.

This is not the time to include critical items or concerns This is not the time to include critical items or concerns you have. It is recommended to address any questions or you have. It is recommended to address any questions or issues you may have, prior to accepting a position.issues you may have, prior to accepting a position.

Can I still negotiate job conditions in my acceptance letter?

Any issues or job details that may be negotiable, should Any issues or job details that may be negotiable, should not not be addressed for the first time in a job acceptance be addressed for the first time in a job acceptance letter.letter.

When accepting a position, the applicant should have a When accepting a position, the applicant should have a complete understanding of the position and related details.complete understanding of the position and related details.

It is not appropriate to address serious issues or concerns It is not appropriate to address serious issues or concerns after accepting a position.after accepting a position.

The applicant should discuss any questions or concerns The applicant should discuss any questions or concerns he/she may have with the employer before accepting a job he/she may have with the employer before accepting a job offer.offer.

Placement: Place after the “Reaffirmation of Placement: Place after the “Reaffirmation of Employment Conditions” and before closingEmployment Conditions” and before closing

Possible information to request:Possible information to request: Starting date of employmentStarting date of employment Where to go?Where to go? Who to contact?Who to contact?

What to Include: 4. Instructions Based on Employment or Notices

A Winner’s Attitude: Tone

The tone is the writer’s The tone is the writer’s attitude toward the reader and attitude toward the reader and the subject of the message.the subject of the message.

The tone that the writer uses The tone that the writer uses will affect the way the will affect the way the message of the letter is message of the letter is conveyed and how effectively conveyed and how effectively the reader will understand and the reader will understand and act upon this message.act upon this message.

What kind of “tone” should I use?

Write confidently---but not too confidentlyWrite confidently---but not too confidently Be courteous and sincereBe courteous and sincere Use nondiscriminatory languageUse nondiscriminatory language Stress the “You” AttitudeStress the “You” Attitude Utilize an appropriate level of difficultyUtilize an appropriate level of difficulty

Tone: Writing with Confidence

An employer will welcome a confident attitude and a self-An employer will welcome a confident attitude and a self-assured personality.assured personality.

HoweverHowever, an over-confident attitude may affect the way a , an over-confident attitude may affect the way a message is perceived. It may sound arrogant or message is perceived. It may sound arrogant or presumptuous.presumptuous.

For Example: For Example:

NOT: “I am a valuable addition to your team and will meet NOT: “I am a valuable addition to your team and will meet and surpass your expectations.”and surpass your expectations.”

INSTEAD: “I look forward to joining your team and striving INSTEAD: “I look forward to joining your team and striving to meet and surpass the job expectations.”to meet and surpass the job expectations.”

Tone: Courteous & Sincerity

When writing a job acceptance letter an applicant must When writing a job acceptance letter an applicant must show their appreciation for the offer in a way that is show their appreciation for the offer in a way that is sinceresincere

For Example: For Example:

NOT “You are truly wonderful for offering me such a NOT “You are truly wonderful for offering me such a prestigious position.”prestigious position.”

INSTEAD “Thank you for offering me a Sales Representative INSTEAD “Thank you for offering me a Sales Representative position.”position.”

The applicant should never use language or The applicant should never use language or convey a message that discriminates against convey a message that discriminates against any group or individual. any group or individual.

It is unprofessional to exhibit prejudicial It is unprofessional to exhibit prejudicial behavior or to stereotype individuals.behavior or to stereotype individuals.

Tone: Use Nondiscriminatory Language

Emphasize the employer and company Emphasize the employer and company interests rather than the interests of the interests rather than the interests of the writerwriter

For Example: For Example:

NOT “I hope to gain valuable experience as a Sales NOT “I hope to gain valuable experience as a Sales Representative at Forest Foods International.”Representative at Forest Foods International.”

INSTEAD “As a Sales Representative, my objective is to INSTEAD “As a Sales Representative, my objective is to maximize client relations.”maximize client relations.”

Tone: Stress the “You” Attitude

The text and message in the letter should The text and message in the letter should match the readability and knowledge level of match the readability and knowledge level of the readerthe reader

For Example:For Example:

An acceptance letter for an internship position in Aviation Administration: An acceptance letter for an internship position in Aviation Administration:

NOT “I look forward to learning about airplanes.”NOT “I look forward to learning about airplanes.”

INSTEAD “I look forward to learning about the manufacturing of aircraft INSTEAD “I look forward to learning about the manufacturing of aircraft and engines and working with marketing divisions of various airlines.”and engines and working with marketing divisions of various airlines.”

Tone: Utilize an appropriate level of difficulty

A Winner’s Gameplan: Format

Block FormBlock Form ComponentsComponents

Personal AddressPersonal Address Recipient AddressRecipient Address SalutationSalutation BodyBody ClosingClosing SignatureSignature NotationsNotations

Size 12Size 12 FontsFonts

Times New RomanTimes New Roman HelveticaHelvetica ArialArial GaramondGaramond

The Job Acceptance Letter Model

g

Date First and Last NameTheir position/titleCompany NameAddressAddressCity, State, Zip Code Dear Ms./Mr./Dr. Last Name, The first paragraph of your job acceptance letter should contain your appreciation for the offer. This will reaffirm the offer. In addition, include a statement of acceptance that clearly states that you accept the position. Reiterate the position/job title/responsibilities at ______ company, and on what basis: Full-time, Internship, Part-Time, Semester Basis, etc… In the body paragraph, include a reaffirmation of employment conditions. In other words, you are restating the conditions of your employment. This is not the time to include critical items or concerns you have. It is recommended to address any questions or issues you may have, prior to accepting a position. In addition, in the body paragraphs request instructions based on your employment. If necessary, ask when you will began employment, if there is any additional information needed, or if you need any new contact information. This is part of the preparation for your employment, it shows that you are organized and detailed-oriented. Your conclusion should briefly thank your employer again for the offer. Show your excitement and interest to begin a new job with their company.  Sincerely, Your Signature (handwritten) 

Your First and Last Name (typed)

And the Race Goes On….

Off to Work you GO!Off to Work you GO!

Where can you go to find extra help on your job acceptance letter?

Purdue University Writing Lab Heavilon 226 Grammar Hotline:

(765) 494-3723 Check our web site:

http://owl.english.purdue.edu Email brief questions:

[email protected] Help with drafting, revising,

and editing your resumes and cover letters

Purdue University Writing Lab