How to Accept an Offer Letter via Email with Sample

Looking for a job change includes anxiety but receiving an Offer Letter is even more exciting. Taking an interview and facing an interview both are hard nut to crack as both sides of the coin have their own significance. In terms of the recruiter, it is the massive responsibility that lies on them to find the best fit in accordance to the needs of the organization but facing the interview involves many attributes starting from curiosity till gratitude. Based on all such attributes, an interviewer selects the candidate and offers the job to him or her.

Offering a job after final selection via email is a mandatory part of the HR’s work role but providing acceptance on the same is quite an intellectual process as it  does not only act as a final base of selection from the site of the recruiter but also clarifies the picture of the upcoming organization to join for the candidate. But before accepting an offer letter, below mentioned points must be taken into consideration for better future transparency such as:

  • In-Depth evaluation of job role: Before accepting a job offer, the foremost priority is to understand the job profile. The job profile is basically referred to the set of tasks that an individual needs to perform at the workplace under their job role but every individual possesses speciality or keens towards few particular things but in case if the job offered does not interests or fascinates the individual, one cannot prosper with the same in long run.
  • Detailed knowledge about salary and perks: Whether deemed or un-deemed it is a universal fact that nowadays the only biggest motivator is money, one of the main reasons for a job switch is money, perks and salary. Hence before accepting any job offer these things must be clarified.
  • Room of future growth and development: As quoted by Gail Sheehy; “If we don’t change, we don’t grow. If we don’t grow, we aren’t really living.” So in order to live at the fullest, there must be a room of growth and development always, so before accepting any such offer this must be checked thoroughly.
  • Smooth corporate culture: Workplace is a second home where “technically” we spent half of our day even better to say the most productive hours of our day. Hence, if the culture is not healthy and friendly, survival becomes the toughest, so to check and evaluate the operating work culture of the organization before job acceptance is a must.
  • Financial stability of the organization: An organization that is financially strong can only provide its employee with a bright future as financial stability is the base from where one can see the future of the organization. Hence, for a long term and successful employment, this point must be taken into consideration before acceptance to the job.
  • The attrition rate in the company: Any company with higher attrition rate reflects the clear loophole about management, work culture and its goodwill. Such a company does not provide a long and healthy career so before accepting any job offer, the turnover rate must be checked beforehand.
  • Company’s brand value: Every job holder always aspires to associate with big names and big names comes with great culture, financial stability, and quality of products and services. Assessing a company’s brand value pre-acceptance gives a clear picture of future job roles.
  • Work-life balance: Work-life balance refers to the balance that one can maintain between his or her personal and professional life. Personal and professional life are two sides of one coin because, for a stable and happy personal life, successful professional life is must whereas, for growing professional graph, peaceful personal life is a must. Therefore before accepting the job offer, it must be checked the offer in hand is worthy enough to make this balance.
  • Working station and timings: It many times happens, in the excitement of getting a job people generally say yes to such job offers which are far away and bit tougher for regular commute and work timings also provides frustration after a certain time which makes work-life balance and imbalanced one. Hence, it is very practical to check both of these factors before saying yes.
  •  Reporting Authority: Job cannot be totally defined unless it has a reporting authority to whom an individual is answerable and who assigns a job. But reporting authority sometimes can be easy-going, some can be manageable but some even can be impossible to bear, so keeping it on checklist regarding the nature of the future of reporting authority is important as well.

How to Accept an Offer Letter via Email?

How to Accept an Offer Letter

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Tips to be remembered while accepting the offer letter are:

  • Keep email precise and to the point. While replying, it must be remembered that email must not be annoying or filled with confusing words and phrases. It must be precise and address the exact points. It shouldn’t be overboard as a super-long email and should be very clear and concise.
  • Always reply to the same mail thread: To make it look professional it is always important that conversation regarding the job offer must continue under the same mail thread. Never attempt to overlook the job offer email sent by the recruiter and instead create a new and separate mail for the acceptance. This shows the ignorant and irrational behavior and this detracking of mail thread by the candidates may put the offer down.
  • Address the letter to the appropriate party by marking as a reply to all: It is generally noticed that an offer letter sent via mail keeps more than one party in the loop by marking them as “CC” and while accepting either the individual salutes all or addresses only the sender and ignores rest while replying. The best method to accept an offer letter in such a case is to always hit the button of “reply all” to address all the concerns but must give the proper and only salutation only to the sender.
  • Thank the addressee for the offer: Gratitude in the attitude must be the essence of acceptance of a job offer as it is a mirror towards a generous and kind behavior. An acceptance letter always serves as an opportunity to thank the employer for not only interviewing but also for giving the chance to work with the company. 
  • Agree to the list of terms of employment: An offer letter always incorporates all the relevant terms of employment, SOP’s and HR Policies, hence as mentioned above checking them thoroughly is important but once accepted along with the acceptance to the job offer, these terms of employment must also be provided with acceptance for better transparency in future.
  •  Sign the attached offer letter with email: It is always found that an email with a job offer is enclosed with a due offer letter with all the terms and conditions, so for better documentation for both the parties along with the structured reply over mail a signed and scanned offer letter must be attached there.
  •  Proofreading twice:  Noone wants their first correspondence with their new employer to contain any mistakes or grammatical errors as this makes an unprofessional image and indicates lack of attention to detail. So, check and double-check the email is always suggested before hitting the final send button.

Sample Acceptance Letter to Job Offer

Sample Letter 1:

Dear Mr/Ms {Recipient’s Name},

I extend my gratitude to you for offering me the position of {Title} in {Company’s name}. I am delighted to accept your offer and look forward to commencing work with your company from {Date}.

As we discussed previously, my annual salary will be {salary} and health and insurance benefits will be provided for me and my family from the second month onwards.

Kindly let me know if there is any information or documents that I have yet to submit to you. I hope to complete all the formalities prior to my joining so that I can start my work efficiently.

I thank you again for providing me with this wonderful opportunity. I am excited to be a part of your team and make my notable contribution to it.

Yours Sincerely,

{Your signature}

Sample Letter 2:

Dear Mr/Ms {Recipient’s Name},

With great pleasure, I accept the position of {Title} under the guidance of {Supervisor’s name} with {Company’s name}. I am excited to be working with you and the rest of the {Team you will be part of} on this new project.

I believe my years of experience and knowledge on the subject along with my ability to innovate will let me to actively assist your company in its venture and bridge the set targets efficiently.

As for other terms, my tenure will commence from {Date} and includes two weeks of paid time off. The salary package that I will be receiving is of INR xxx lakhs annually.

All the other incentives will be based on my performance and the overtime that I will be doing during my work period.

I wish to personally thank you for making this interview pleasant and comfortable for me. I hope to make notable contributions and successfully assist the company in achieving its set goals and milestones.

I have already posted the signed acceptance letter which will reach you by tomorrow.

Yours Sincerely,

{Your signature}

Sample Letter 3:

Dear Mr/Ms {Recipient’s Name},

Following our latest discussion today, I am writing this letter to formally accept the position of {Title} with {Company’s name} that was offered to me by your good self.

I would also take this opportunity to confirm the key terms with you before starting the new job.

As per the agreement, my work will begin at 10 am on {Joining date}. The office will be six days working with alternate Saturdays off.

According to your company’s yearly leave policy, I will be granted 15 leaves in a year, excluding the sick leaves. There will be no leaves during the first six months of the probation period.

I would have to work at least 8.5 hours every day. My salary will be {Amount} (INR X in hand) and includes extra pay for working overtime. The additional benefits consist of vision, dental and health insurance which I will be eligible for, after 60 days of my joining.

I am eager to join your company and hope to grow, both as an individual and as a professional. I am looking forward to receiving a confirmation mail regarding the terms and policies mentioned in this letter. Feel free to contact me via mail or contact number. My alternate number is {xxxx-xxxxxx}.

Sincerely,

{Your signature}

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