How to write an Acceptance Letter

How to write Acceptance Letter?

Writing acceptance letters becomes easy once you know what to write and what not to? Through the formats and guidelines to write a letter of acceptance provided here, you will get the idea if you are a newbie or you can enhance your skills, if you are a veteran.

Acceptance Letter Writing Tips

• Create a Framework for your Letter – As with other formal letters, acceptance letters require a framework so that you have the appropriate matter at hands. The formats and the template provided on this website will help you in creating a basic framework for your letter. When you know the outline, organise all key elements i.e. job offer letter, invitation letter and other references. Use them in a chronological order so that a continuum is being maintained. It comes easy to the eyes of the reader and also impresses the reader.

• Drafting – No letter is an exception to drafting, so is the case with the accepting letters. The second step is to – ‘Fill in the Blanks’ as you already have an Outline with a pre required sequence. It is the subject matter which needs to be taken care of. Ignore grammar, punctuation, spelling, sentence structure or word limit at this stage. But do write in reference to the matter at hand. If full sentences are hard to come by, leave them incomplete. Having trouble in vocabulary, consult dictionary for better or effective synonyms. Be natural and facilitate an effortless communication. Since it is a rough copy you can rectify the mistakes later.

• Short and to the Point – Acceptance Letters are meant to be short and specific. So stick to the basic objective of your letter. Start your letter by thanking the official, organization, relative, friend, peer etc. It shows your humility and respect towards the recipient. Official letters follows a formality of commitment relating to the job, deal, invitation etc. Clarifications can be done through restating the job terms or the event; relative time, location etc.

• Address it to a Person – A professional and a social courtesy is to be followed when you write a letter of acceptance. Recall or remind of yourself of the adage ‘Business is done with people’. It is advised, to do the same here. Individuals like to be acknowledged and known for their position or title in the society. When you address the letter to a specific person, you recognize his/her individual importance and value. Make sure to place the individuals name in the salutation, inside heading and on the top line of your envelope. Addressing the letter to a specific person instead of organisation is a strictly ‘No-No’ unless you have no other option.

• Confirm the Facts – An acceptance letter should always confirm the details of the employment, occasion etc. It may sound that you are being repetitive but it has a purpose. Restating title, salary, compensation, perks, holidays, timings, joining and other terms and conditions, makes sure that there is no misunderstanding. It reinstates the expected fact officially. So it is your responsibility to confirm about what is expected. These details can also clarify any other offers that were verbally made but not mentioned in the offer letter. Similarly, mentioning the event date, venue etc. in informal letters serves to rectify and or confirm the event.

• Be Gracious – Thanking the person in the first line of your acceptance letter is a sign of respect towards the recipient. Always show your gratitude in the beginning and the end of the letter. Acceptance letter is itself, an acknowledgement of gratitude so don’t be miser to do so. But thank the appropriate, thank those who have helped you or thank the one who has invited you. Be it an appointment, business offer, gift, promotion, gift etc., always thank the individual or the organization etc.

• Positive Approach – Positive attitude is emphasised so many times in real life, same goes here. But it isn’t without a reason; first of all it maintains decorum and is a means to avoid any complication. This is especially true when you are accepting a resignation letter. You might feel irritated upon the sender and feel like to vent out your anger, but it is wise to abstain. If you do so you could face a legal action and it would be counterproductive to you and your organisation. Don’t be offensive or use any abusive language whilst doing so. In case of other matters give your best wishes, regards, appreciation, your anticipation on success of the event etc.  When accepting a job show your positive attitude through words like ‘I am glad’, ‘I will leave no stone unturned’, ‘Will live up to your expectations etc.

• Closing the Letter – Start the letter with Gratitude and end it with the same. It is a professional courtesy. At the end of your last paragraph is written, a complimentary close of the likes of ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential. Close the letter by restating your appreciation and gratitude.

• Proofreading – The final step is to review and revise the draft inclusive of all the above factors. Shorten your paragraphs if they are lengthy, complete the incomplete sentences, rectify grammatical errors and choose the most appropriate vocabulary. Read it aloud to yourself to figure out mistakes which are missed out in writing. This makes your letter perfect. Remember your letter may be kept in official records, so even if the reader misses out any mistake, your mistakes are still stored.

Acceptance Letter Formats

Acceptance Letter Format for Formal Types

Acceptance Letter Format for Informal Types