How to Write an Acceptance Email for a Job Offer

Updated 1 May 2023

You put in the hard work and got the offer—congratulations! You can send an acceptance email to officially accept a job offer, get your new job off to a good, professional start and express your gratitude for the opportunity. Knowing what information to include and how to organise your acceptance can help you draft a good acceptance letter.

In this article, we explore how to write an acceptance email with a template and example to help you get started.

What is an acceptance email?

An acceptance email is an email you write to officially agree to the terms of a job offer. You send this email to your future employer after they send you a job offer letter or email that includes the title, pay, intended start date, and other terms of your employment. Your employer may add this email to your file to properly document your employment. You should be given specific instructions from the people you’ve been in contact with throughout the hiring process—usually a recruiter or HR representative—who will guide you on how exactly to send your acceptance and what you need to include.

How to accept a job offer through email

Some job offer letters include a deadline for your acceptance, so it is important to thoughtfully consider the offer while following all given instructions. It is important to write a clear, concise and professional job offer acceptance email to set a positive tone for your work with the company. You can write an acceptance email using these steps:

1. Use a clear subject line

Your acceptance email should include a concise subject line that indicates why you are writing. A simple subject line could be “Accepting (Company Name)’s Offer – (Your Name).” This quick line informs the recipient of what your message is about and that you are the sender. If you are writing an acceptance email as a response to an emailed job offer letter, you can change the subject line to this template to ensure it is as clear as possible.

2. Address the letter to the appropriate party

In most cases, you should draft the letter to the person who sent you the offer letter. If you received your acceptance letter via email, you can simply respond to the email with your acceptance. However, if you received a written or verbal offer letter, you should address your message to the most appropriate person, such as the direct supervisor or hiring manager.

3. Thank the addressee for the offer

An acceptance letter is an opportunity to thank the employer for not only interviewing you, but also for giving you the chance to work with the company. Consider the acceptance letter as another way to express your gratitude and enthusiasm for your upcoming employment.

4. Agree to and list the terms of employment

An acceptance email should be brief and to the point, but it can be helpful to list the terms of employment that you and your employer have agreed to in your message. You can state that you accept the remuneration package, such as salary, benefits and paid time off, as well as the start date.

If there are any parts of the offer letter that you want to negotiate, ask your employer to discuss those specific items before you submit your official acceptance email. You may also be able to ask your employer to adjust your start date and explain why you may need more time to prepare for your new position.

5. Sign the email

Complete your acceptance email with a short signature. Thank the employer again for the opportunity, and be sure to end the message with a closing salutation, such as “Best regards” or “Sincerely” to maintain the professional nature of the correspondence. Finally, sign your name at the end.

Acceptance email template

While an email is often a more conversational method of communication, you should still structure your email in a professional manner. You can use this template as a guideline when drafting your acceptance email:

Subject line: (Your Name) – Offer Acceptance

Dear (Hiring Manager or Supervisor’s Name),

Please accept this email as my formal acceptance of the offered position as (position) with (company). I thank you for the opportunity, and I look forward to applying my skills to the position.

As the offer letter displays and as we previously discussed on the phone, I accept the starting salary of (offered salary) with the availability of benefits after

I look forward to starting work and meeting the team on (begin date). If you require any additional information from me before then, please let me know. You can reach me by phone at (your phone number) or by email at (your email address).

Thank you again for giving me the opportunity to demonstrate my value to the team.

Sincerely,
(Your Name)

Sample acceptance email

There are many acceptable ways to format your acceptance email as long as it includes the necessary information. Here is a sample of an acceptance email with the above template:

Subject line: Charlie Spears-Offer Acceptance

Dear Mr. Andrews,

Please accept this email as my formal acceptance of the offered position as the Director of New Accounts with Leyton Purchasing. I thank you for the opportunity, and I look forward to applying my skills to the position.

As the offer letter displays and as we previously discussed on the phone, I accept the starting salary of $68,000, plus superannuation.

I look forward to beginning work and meeting the team on July 1, 2019. If you require any additional information from me before then, please let me know. You can reach me at 0400 000 000 or by email at c.spears@website.com.